3 Keys to CMMS Reporting Success

Companies must have assets functioning properly to avoid downtime and optimize production. From machines and equipment to technicians, all elements must function together for operational success.

Unfortunately, many companies lack insight into the lifecycle performance and maintenance history of vital assets. Recognizing trends, comparing performance against key metrics, identifying frequency of repairs, and understanding root causes of breakdowns are essential to keep assets operating smoothly.

For companies without a strong Computerized Maintenance Management System (CMMS), the task of gathering and evaluating asset data to draw meaningful conclusions and make good business decisions is extremely difficult. A good CMMS delivers significant advantages just by providing a central data repository for critical asset information and history. However, CMMS benefits extend far beyond the data when you leverage the power of reporting tools like those available in Maintenance Connection’s industry-leading CMMS.

CMMS reports deliver tangible value by:

  • Giving users at all organizational levels the specific data they need with the right granularity
  • Providing insight into asset and maintenance performance
  • Establishing benchmarks and key maintenance program metrics
  • Highlighting recurring issues and trends

While an organized approach to reporting seems logical and intuitive, a shocking 48% of maintenance managersstill rely on manual methods like spreadsheets for equipment reporting. With easy-to-understand, connected CMMS reporting, users can produce reports quickly, gather accurate, real-time data, and begin to address asset issues that contribute to downtime.

What are the keys to CMMS reporting success?


1. Identify what needs to be reported.

Across industries, operational maintenance is complex. Many variables determine maintenance success and visibility into key elements is essential. What you can’t monitor, you can’t manage, control or improve. Maintenance reporting needs can vary greatly based on specific operational factors such as number of assets, single-site or multi-site operations, etc. Other factors that can drive reporting needs include work order processes, maintenance team size, and labor scheduling approach.

A few common reports to consider are work order completion, work orders by asset and work order cost. The next consideration is the frequency of reports. For example, you may need some reports on a daily or weekly basis, while other reports might be monthly or even quarterly.

There will always be single occurrence reports that arise and if you have a CMMS with robust reporting tools, these reports can be configured easily and generated on-demand.


2. Tailor reporting detail to unique users.

Another key factor in report generation is the granularity or level of detail. Understanding the targeted user persona is essential to establish meaningful reports. Common reporting personas are technicians, direct management, administrators, and executives. For example, the information that a plant manager in a manufacturing plant wants to see is different from the data that a first-line supervisor wants to monitor.

Maintenance Connection’s technician work order management report allows staff to see, review and update open work orders quickly for multiple labor resources from a single report.

For administrators, a more appropriate report might be work order count by asset with a bar chart summary (shown below).

Work Order Count by Asset

The Work Order Count by Asset report allows staff to see which asset or location is demanding more time and attention. Utilizing this report, management can make better labor resource decisions to meet maintenance demands.

An executive may have multiple locations they manage and must understand the maintenance spend across all sites. In this scenario, Maintenance Connection€™s Quarterly Work Order Cost Per Location report offers location-specific maintenance spend that can be used to monitor maintenance trends, identify best practices, and perform budget planning.

Quarterly Work Order Cost Per Location

These reports are just two examples of the reporting options available in Maintenance Connection. This report data can be used to improve your business at all organizational levels.


3. Take action based on reporting information.

The data insight that a CMMS brings is invaluable to organizations in their efforts to work more efficiently, increase productivity, and streamline maintenance costs. The final step in the reporting process is to act. For example, in a recent study, 31% of survey respondents indicated that they plan to implement preventive maintenance to decrease future unscheduled downtime[1]. While it would be great to predict when a breakdown occurs, it€™s rather tedious without the right database. You may have to review volumes of paper documents or large amounts of spreadsheet data trying to spot trends to guide your preventive maintenance plan. Using a CMMS enables companies to drive toward an improved maintenance model, which is how organizations can succeed.

Based on a 2018 Cost Savings Survey of Maintenance Connection customers, the average CMMS implementation results in a 22% reduction in downtime and a 16% savings from improved labor efficiency. Additional CMMS implementation benefits include extended equipment life, improved planning and productivity, enhanced maintenance intelligence, optimized inventory management and better performance management. CMMS reporting serves as the foundation for realizing many of these benefits.


Leverage Maintenance Connection’s comprehensive, powerful CMMS reporting tools to improve your maintenance performance. Access our on-demand webinar, Three Reporting Strategies to Maximize Maintenance Effectiveness.


[1] CFE Media Plant Engineering 2014 Maintenance Study PDF