Costs & KPIs · Beginner

Export Data to Excel

Learn how to prepare an equipment or work order list for export to Excel and check the resulting file against the source records. The supplied manuals do not identify the Excel export command, so its location must be confirmed for your installation.

Exporting data from your CMMS to Excel is a fundamental skill for analysis, reporting, and sharing information outside the system. This guide ensures you can effectively prepare and verify your exported equipment or work order lists.

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Open the equipment or work order list containing the records required for your spreadsheet.
2
Check that the list contains the intended records, noting the active filters and several record codes for comparison after export.
3
Locate the Excel export action using the procedure confirmed for your installation; if it is unclear or unavailable, stop and contact support@manwinwin.com.
4
Run the confirmed export procedure and, if prompted to save a file, choose a destination and a filename identifying the data set and export date.
5
Open the resulting file in Excel and inspect the column headings and exported record codes.
6
Compare the exported records and several field values with the source list in ManWinWin, resolving any differences in scope or content before using the spreadsheet for analysis.

Theory and technical background

The Importance of Data Export in Maintenance Management

Effective maintenance management relies heavily on data analysis to inform decisions. While CMMS solutions like ManWinWin offer robust reporting, exporting data to spreadsheet tools like Excel provides unparalleled flexibility for custom analysis, pivot tables, and integration with other business intelligence tools. This capability is crucial for deep dives into asset performance, cost breakdowns, and trend identification that might not be immediately apparent in standard CMMS reports, contributing to continuous improvement initiatives.

Ensuring Data Integrity After Export

Maintaining data integrity is paramount when moving information between systems. After exporting records, it's vital to perform checks to ensure all intended data has been transferred accurately and completely. This verification process typically involves comparing record counts and spot-checking key fields (e.g., equipment codes, work order IDs, dates) against the source CMMS list. Such diligence prevents erroneous conclusions from faulty data and reinforces trust in the information used for strategic planning and KPI calculations like MTBF or MTTR.

Leveraging Exported Data for KPI Analysis

Exported equipment and work order data serve as a rich source for calculating critical maintenance KPIs. For instance, exporting work order completion dates and asset IDs allows for calculation of Mean Time Between Failures (MTBF) and Mean Time To Repair (MTTR). Equipment lists combined with cost data can support total cost of ownership (TCO) analysis. These external analyses complement CMMS reports, offering deeper insights into asset reliability, maintainability, and overall operational efficiency, driving data-driven improvements in asset management according to ISO 55000 principles.

Best practices

Always apply necessary filters in ManWinWin before exporting to ensure only relevant data is included.
Use descriptive filenames for your Excel exports, including the date and data type, e.g., 'Equipment_List_2023-10-27'.
Confirm the column headers in Excel match your expectations and the data types are correct.
Consider using Excel's conditional formatting or pivot tables for quick validation of large datasets post-export.

Frequently asked questions

Why should I export CMMS data to Excel if ManWinWin has reports?

Exporting to Excel offers greater flexibility for custom analysis, complex calculations, and pivot tables beyond standard CMMS reports. It's ideal for in-depth data manipulation, integration with other tools, and creating personalized dashboards for specific stakeholders or ad-hoc inquiries.

How can I ensure all the data I need is exported?

Before exporting, apply all relevant filters and ensure the ManWinWin list displays only the records you intend to export. Note down a few key record codes and the total count from the source list to compare against the exported Excel file for verification.

What kind of analysis can I do with exported work order data?

With exported work order data, you can analyze maintenance costs by asset, calculate MTTR and MTBF, identify recurring failures, track technician workload, and evaluate the effectiveness of preventive maintenance plans. This data is invaluable for optimizing maintenance strategies.

Need help with this topic?

Back to Winston Help Center

Ask Winston or explore other lessons.

Winston Help Center