Costs & KPIs · Advanced
Review Preventive Maintenance Compliance
Learn to review preventive maintenance compliance by comparing interventions scheduled for a defined period with the work completed. Use work order records to identify equipment with lower compliance and investigate documented reasons for the gaps.
Preventive maintenance compliance is a critical indicator of maintenance program effectiveness and asset health. Regularly reviewing this compliance helps identify discrepancies between planned activities and actual execution, allowing for timely corrective actions. This process ensures that assets receive the necessary attention, minimizing unexpected failures and optimizing operational performance.
Where it's available and step by step
Step by step in ManWinWin Desktop
- 1
Define the analysis period and assessment cut-off date, and agree which recorded execution evidence will count as completion.
- 2
Consult the preventive maintenance schedule and identify the interventions scheduled within that period for the equipment being reviewed.
- 3
Open the associated work order list and identify the orders corresponding to those scheduled interventions, excluding unrelated corrective work.
- 4
Check each associated order’s status, execution dates and recorded work against the completion rule, distinguishing work completed by the cut-off from work completed later or still outstanding.
- 5
Compare the scheduled total with the number of those same interventions completed by the cut-off; if expressing this comparison as a percentage, divide completed interventions by scheduled interventions and multiply by 100, treating a zero scheduled total as not applicable.
- 6
Repeat the comparison by equipment using the same period and completion rule, and identify where the compliance percentage is lower.
- 7
Open the work orders contributing to those gaps and review the recorded work and notes for documented explanations, noting missing explanations rather than assuming a cause.
Theory and technical background
The Importance of PM Compliance
Preventive maintenance (PM) compliance, the degree to which scheduled PM tasks are completed on time, is a key performance indicator (KPI) for maintenance departments. High compliance rates generally correlate with improved asset reliability, reduced downtime, and extended asset life. Conversely, low compliance can lead to increased corrective maintenance, higher operating costs, and greater safety risks. ISO 55000 emphasizes the importance of planned activities in achieving asset management objectives, making compliance tracking essential for strategic asset management.
Understanding Deviations and Root Causes
When reviewing PM compliance, it's crucial to not just quantify the compliance rate but also to understand the reasons for non-compliance. Deviations from the schedule can stem from various factors, such as resource constraints (personnel, spare parts), conflicting operational priorities, equipment unavailability, or inadequate planning. Investigating these root causes, as advocated by EN 13306 for maintenance process analysis, allows for targeted improvements in scheduling, resource allocation, and communication, ultimately enhancing the overall PM program's effectiveness and reliability.
Linking Compliance to Asset Performance
PM compliance directly impacts key asset performance metrics like Mean Time Between Failures (MTBF) and overall equipment effectiveness (OEE). Assets with consistent and high PM compliance typically exhibit higher MTBF values, indicating fewer unexpected breakdowns, and contribute positively to OEE by ensuring higher availability. Analyzing compliance trends over time, especially in conjunction with failure data, provides valuable insights into the efficacy of the PM strategy and helps identify assets requiring adjusted maintenance intervals or more robust predictive maintenance interventions, as supported by ISO 14224 data analysis principles.
Best practices
- Regularly define and communicate clear criteria for what constitutes a 'completed' PM intervention.
- Utilize CMMS reporting features to automate the calculation of PM compliance percentages.
- Document all reasons for PM delays or non-completion within the work order for effective root cause analysis.
- Prioritize follow-up on critical assets with consistently low PM compliance to mitigate risks.
Frequently asked questions
Why is it important to define a cut-off date for compliance review?
A cut-off date provides a clear snapshot of compliance for a specific period, preventing future completions from skewing past performance metrics. It ensures an accurate and fair assessment of maintenance execution within the defined timeframe.
How can I improve PM compliance for critical equipment?
Focus on root cause analysis for non-compliance, ensure sufficient spare parts and skilled labor, and consider adjusting PM frequencies to operational realities. Implementing predictive maintenance can also optimize scheduling and reduce conflicts.
What's a good target for PM compliance percentage?
While it varies by industry and asset criticality, a target of 90-95% is often considered excellent for most PM programs. Continuously striving for improvement, rather than just hitting a number, is key for asset reliability.
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