MTBF, MTTR, schedule compliance — here's what each metric means, how to calculate it, and how to start tracking it without complex software.
You can't improve what you don't measure. Most plant managers know this — but knowing which maintenance metrics to track, and what "good" looks like, is another matter entirely. Here are the 10 KPIs that give you the clearest picture of your maintenance program's health.
A quick note before we dive in: you don't need to track all 10 of these at once. If you're just starting out, begin with PM Schedule Compliance and Planned vs. Unplanned Ratio. Get those right first, then layer in additional metrics as your program matures.
This is the single most important leading indicator of your maintenance program's health. If compliance drops below 70%, you're essentially running reactive maintenance — you just don't know it yet.
Track every scheduled PM task and whether it was completed by its due date. Myncel calculates this automatically from your work order data.
MTBF tells you how reliable your equipment is. A rising MTBF means your PM program is working. A flat or declining MTBF means something is being missed.
Log every unplanned failure as a work order. Track machine run hours. Myncel calculates MTBF per machine automatically.
MTTR measures your maintenance team's efficiency. A high MTTR might indicate parts availability issues, skill gaps, or poor documentation. Track it per machine type to find patterns.
Record the start and completion time on every work order. Myncel tracks this automatically when technicians update work order status.
This ratio is the most telling measure of your maintenance maturity. Most reactive shops run at 20-30% planned. As your PM program matures, this number should climb steadily toward 80-90%.
Categorize all work orders as planned (PM, scheduled) or unplanned (breakdown, emergency). Compare totals each month.
This benchmark tells you whether you're over- or under-investing in maintenance. Spending less than 2% usually means you're deferring maintenance. Spending more than 6% suggests reactive practices or aging equipment.
Track all maintenance labor, parts, and contractor costs against your equipment registry. Requires knowing replacement values for your machines.
A growing backlog is an early warning sign that your team is overwhelmed or tasks are being ignored. Review the backlog weekly and investigate any work order that's been open longer than 30 days.
Sort your open work orders by creation date. Myncel shows overdue work orders prominently in the dashboard.
Emergency work orders are the most expensive type of maintenance — they carry premium labor rates, expedited parts costs, and production losses. Track this rate monthly and investigate any machine generating frequent emergencies.
Flag work orders as "Emergency" vs "Routine" vs "Scheduled." Review the percentage each month.
Parts delays are a major driver of extended downtime. If your technicians frequently can't complete a repair because a part isn't in stock, your inventory management needs attention.
Track whether each work order was delayed waiting for parts. Build this into your work order closure process.
Tracking cost per machine reveals your most expensive equipment. If one machine consistently costs more than comparable units, it may be a candidate for major overhaul or replacement.
Log labor hours and parts costs on every work order. Myncel's analytics show cost per machine automatically.
Utilization that's too low suggests overstaffing or poor planning. Utilization over 85% means your team has no buffer for unexpected failures — leading to rushed repairs and higher risk.
Track time-on-task through work order completion. Compare against scheduled hours per week.
If you're tracking maintenance in spreadsheets today, start by capturing three things on every work order:
With just these three data points, you can calculate 7 of the 10 KPIs above. Start there, then layer in more data over time.
Myncel calculates MTBF, MTTR, PM compliance, and more from your work order data — no spreadsheets required.
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