Maintenance KPI Template

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How to Demonstrate Your Department's Maintenance ROI

Use this maintenance KPI template and stop guessing the true cost of downtime, emergency repairs, and maintenance inefficiencies. Assess your department's performance and identify where better tracking could lead to bottom-line savings.

Maintenance ROI (Return on Investment) measures the value gained from your maintenance efforts compared to the costs invested. It helps identify whether your maintenance strategy is improving equipment reliability, reducing downtime, and controlling expenses.

Built for Maintenance Managers Who Want:

A structured summary you can present to leadership.
A clear snapshot of your emergency repair and downtime costs.
Insight into PM compliance and inventory management gaps.
Overtime and labor cost visibility.
Optional expert guidance from a MaintiMizer consultant. No pressure, just support.

Jump to the Template

Option 1
Fill out the form below and receive your responses by email.

Option 2
Using the form below, request assistance from our team to complete the form together. We’ll help you analyze and understand your data.

Turn your operational knowledge into a compelling case for change. Let us help you craft a solution for improving your maintenance management system to present to your leadership team.

Maintenance KPI Template

Section 1: Contact Info

Name(Required)

First Last

Company(Required)

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Phone(Required)

Industry Served

What products do you make?

Would you like assistance?

Yes! Please contact me to walk through completing this form. (Scroll down and click "Submit" to send your request. Or, contact Implementation@AshcomTech.com.)

Section 2: Assessment Overview

This assessment aims to document the current state of your maintenance tracking system and identify system-based inefficiencies clearly, emphasizing areas for improvement through upgraded tools and processes.

Emergency Repairs

Approximate NUMBER of emergency repairs per week:

Approximate number of HOURS in emergency repairs per week:

Production Downtime Impact

Approximate number of downtime events per month:

Average amount of downtime per month:

Average DOLLAR value of an uptime/production hour:

Labor Management

Average hourly burden rate for maintenance technicians:

Average maintenance department hours scheduled per week:

Work Order Accuracy and Response

Estimated number of undocumented maintenance events per week:

Estimated number of hours for undocumented maintenance events per week:

Preventive Maintenance Compliance

Approximate number of preventive maintenance tasks per month:

Approximate on-time completed preventive maintenance tasks per month:

Inventory and Parts Management

Estimated number of emergency part purchases per week:

Estimated costs for rush delivery parts per week:

Section 3: Executive Summary

Executive Summary

Summarize the operational and financial impacts that are associated with the current maintenance tracking methods (or lack thereof). Take the time to clearly emphasize that the above issues are a result of scattered maintenance data, outdated technologies, and undocumented behaviors/processes, and not necessarily maintenance performance.

Executive Presentation Talking Points

Use this section to prepare a compelling presentation to leadership. Overview of current maintenance management “tracking” tools (describe various methods of data storage: paper documents, cabinets, tribal knowledge, note-pads, spreadsheets, whiteboards, log-books, calendars, etc.).

Quantified Impact of System Inefficiencies

Describe the involvement that is required to create an MTBF report, identify top machine bad actors, detailed maintenance cost reports, failure/root-cause identifiers, repair frequency, contractor costs, overtime, and undocumented work:

Risk of Continued Reliance on Outdated Systems

Explain the risk associated with “doing the same thing but expecting a different result” for the next 6 months or longer affect your department:

Benefits of Moving to Centralized, Purpose-Built, Electronic MaintiMizer CMMS

For example: storing activities, PM’s, corrections, and documents into one system, accessible with mobile/computer devices, for audit readiness, better management of the department:

Recommendations

Based on this information, write what your recommendations are for department management improvements. Focus on how upgraded technologies and tools will streamline processes and increase morale within your maintenance team, enhance productivity, and reduce operational costs:

Ashcom Technologies, Inc and its affiliates cannot be held liable for the use or dissemination of any information that has been entered into this form.