Key performance indicators (KPIs) play a significant role in measuring overall success of an organization. If the data isn’t updated in real-time and displayed on an easy-to-read dashboard, however, then companies may lack the ability to spot important trends and potential red flags. Selecting which KPIs to include on CMMS (computerized maintenance management software) is an important step of the process toward continual improvement. Learn the top five KPIs to include in your CMMS dashboard.

Top 10 Maintenance Costs

top 10 maintenance costs

Using this Top 10 report allows management to see which pieces of equipment are costing the most to maintain. Management can then make decisions about continued maintenance or equipment replacement. With the ability to see where the most money is being spent, you can also budget for future maintenance costs within those areas more effectively.

Mean Time to Repair (MTTR)

mean time to repair

MTTR is the mean time it takes to repair an asset after failure. Simply take the total downtime, divide it by the number of breakdowns to determine MTTR. Gauging the average recovery time after a downtime period. This KPI helps point out the level of difficulty in performing maintenance on the asset, level of response after maintenance is performed and whether or not you’re improving over time.

Mean Time Between Failure

MTBF is the mean time between one failure occurrence to the next. It’s essentially the average time an asset functions properly before it fails and needs additional repairs. You can calculate this key performance indicator by dividing the total uptime by the number of breakdowns. Tracking MTBF provides the information necessary to identify problem assets.

Labor Estimate vs. Actual

Labor estimates versus actuals allows end users to see if they are overestimating or underestimating labor usage. Tracking the accuracy of estimates can help you better predict future labor needs when scheduling.


Maintenance backlog refers to work that needs to be completed, which could stem from safety concerns, preventive maintenance and other factors. There are multiple KPIs you can track to keep tabs on maintenance backlog, including:

Work Order Backlog by Work Type

A graph showing which Work Orders, Preventive Maintenance, Corrective Maintenance or Project are taking the most time to complete is a great way to measure maintenance backlog. Management can improve decision-making process on troubleshooting problems, adjusting plans and completing priority work.

work order backlog by work type

Using KPIs to measure effectiveness helps companies make more informed decisions. Fortunately, many CMMS software products provide maintenance dashboards that display numerous KPIs on a central screen. Utilizing operational data, a CMMS can display KPIs visually with charts and gauges. Aside from the general KPIs discussed in this article, organizations should consider customized performance indicators relating to their unique maintenance challenges. Contact DPSI sales to discuss your maintenance goals, identify specific KPIs to include on your CMMS dashboard and learn how other features can help you accomplish your goals.