Costs & KPIs · Intermediate

Use Maintenance Dashboards Effectively

Learn to use the ManWinWin Desktop Dashboard to review existing indicators with the correct analysis period and scope. Interpret results in context and identify which performance changes warrant further investigation.

Maintenance dashboards provide a concise, visual representation of key performance indicators (KPIs), enabling quick assessment of asset health and operational efficiency. Effectively using these dashboards within your CMMS, like ManWinWin Desktop, is crucial for proactive decision-making and continuous improvement in maintenance management.

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Open Dashboard in ManWinWin Desktop and click Indicators to access the indicator category relevant to your review; for example, select Technical Indicators for a technical performance review.
2
Open an existing indicator and read its Code and Description to confirm which maintenance objective it supports.
3
Check its Analysis Period and, where applicable, Year before treating the result as relevant to your reporting period.
4
For a simple indicator, check the Applied setting and the selected systems, items, cost centers or clients; for a compound indicator, inspect the Formula to identify the entities included.
5
Review the Formula and Indicator Result setting so you understand what the displayed result represents rather than judging the value in isolation.
6
Use Compute to calculate the indicator for its configured period and scope, then click OK to save.
7
Compare the result with an agreed target or an available comparable result, checking that the formula, scope and period basis are consistent; note the indicator and deviation that require further investigation.

Theory and technical background

The Role of KPIs in Maintenance Performance

Key Performance Indicators (KPIs) are quantifiable measures used to evaluate the success of an organization, process, or asset over time. In maintenance, KPIs like MTBF (Mean Time Between Failures), MTTR (Mean Time To Repair), availability, and OEE (Overall Equipment Effectiveness) are essential for understanding asset reliability, maintainability, and operational impact. ISO 55000 emphasizes the importance of performance evaluation in asset management, making KPI monitoring via dashboards indispensable for strategic maintenance planning and resource allocation.

Contextual Analysis of Dashboard Data

Simply viewing a KPI value is insufficient; context is paramount. Analyzing indicators requires understanding the selected analysis period, the scope (e.g., specific assets, systems, or cost centers), and the formula used for calculation. Without this context, a KPI value can be misleading. Comparing results against agreed targets, historical data, or industry benchmarks (EN 13306) helps identify significant deviations that warrant further investigation, leading to data-driven insights and targeted improvement actions.

Proactive Decision-Making from Dashboard Insights

Effective use of maintenance dashboards supports a shift from reactive to proactive maintenance strategies. By regularly reviewing performance trends and deviations from targets, maintenance managers can anticipate potential issues, optimize preventive maintenance schedules, and identify training needs. This proactive approach, aligned with principles of ISO 14224 for data collection and reliability analysis, contributes directly to reduced downtime, lower operational costs, and extended asset lifecycles, enhancing overall business resilience.

Best practices

Always verify the indicator's calculation formula, scope, and analysis period before interpreting results.
Compare current KPI values with established targets or previous periods to identify meaningful trends.
Investigate any significant deviations from expected performance to uncover root causes.
Use dashboard insights to refine maintenance strategies and optimize resource allocation.

Frequently asked questions

Why is it important to check the indicator's formula and scope?

Checking the formula and scope ensures you understand exactly what the indicator is measuring and which assets or processes are included. Misinterpreting these parameters can lead to incorrect conclusions about performance and flawed decision-making.

How often should I review maintenance dashboards?

The frequency depends on the criticality of assets and the specific KPIs. High-level indicators might be reviewed monthly or quarterly, while critical operational KPIs could warrant daily or weekly checks to ensure timely intervention and continuous performance monitoring.

What should I do if a KPI shows a significant deviation?

A significant deviation requires investigation. This involves drilling down into underlying data, checking for recent changes in operations, maintenance activities, or asset conditions. The goal is to identify the root cause to implement corrective or improvement actions.

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