Actionable KPIs and Metrics

I use the time tracking feature for my mechanic. I do not fully trust it due to the fact that my mechanic has to click start time for it to start tracking. it would be nice if when my mechanic puts the work order in progress it starts the timer automatically. I use these times to educate my dispatch team on how long normal repairs take. that way if I tell them for example a trailer needs a brake job they will have a good idea of how long that unit will be down for.

I am working on getting some data into the system so that I can better show how our volunteers support the museum in relation to Facilities, because none of them have that as a primary function. I don’t see myself tracking my own time on a lot of work at this point. Just remembering to start the timer and stop the timer is a stumbling block for certain! I also get pulled off somewhat frequently being a one man show. I have used it on a couple of specific things to tell the story of how much time a particular exhibit took to repair. I had to diagnose and replace one of the modules which ended up using almost half of a day. Doing this I could show the administration that these are a drain on staffing resources and that will help me more when we look at what additional staffing we need and the skill sets we will want to look for.

Currently, I track the metrics manually each time the intervention team is on-site. These metrics typically include equipment downtime, response time, repair time, and maintenance completion rates.
At present, the tracking is done manually, which gives us a partial picture. While the data is useful, it doesn't provide a complete view. For example, we still need to integrate an API or gather sensor data from the equipment producers to fully capture real-time performance and health data. This would give us more accurate and comprehensive insights into the maintenance process.
These metrics are useful because they provide a tangible way to assess the efficiency of our maintenance operations. When I notice an increase in downtime, it triggers the activation of our troubleshooting action plan. This plan includes detailed diagnostic steps and resource allocation to address the root causes of the downtime, aiming to prevent recurrence and optimize equipment performance moving forward.

Currently I’m primarily using the created vs completed tab filtered for preventative work only as a performance metric, this allows me to gauge 2 importance aspects.

1. Team performance based on reoccurring work, mainly to ensure that above all else that the machinery is being maintained correctly and also that the team has enough resources to be able to keep up with the workload, if there are sequential weeks where the team is not keeping up with the workload then this could be due to a manpower shortage but also this leads into point 2.
2. Machinery uptime, the general trend I tend to see is preventative work falling short due to a sudden complex breakdown(s) which results in a lot of resources having to be reallocated to get the equipment back up and running as quickly as possible.

I am still looking into other metrics I can put into a dashboard which I can automate to email me every week to allow me to compare metrics from previous weeks.