What Metrics Should Your CMMS Be Tracking?

A Computerized Maintenance Management System (CMMS) is more than a digital filing cabinet for work orders and maintenance schedules—it’s a powerhouse for optimizing operations, boosting efficiency, and unlocking new levels of productivity. But the real magic happens when you start tracking the right metrics. By focusing on key performance indicators (KPIs), you can make smarter decisions, enhance your ROI, and keep your assets running like a well-oiled machine.

Why Are CMMS Metrics Important for Your Operations?

Metrics are the heartbeat of your CMMS. Without them, you’re flying blind. Data is what enables real-time decision-making, and in a world where delays cost money, accurate and actionable metrics are indispensable. Your CMMS isn't just a maintenance tool—it’s a strategic system that maximizes ROI by streamlining workflows, identifying hidden costs, and providing a clear roadmap for improvement.

For example, accurate metrics allow teams to spot trends in maintenance needs, prioritize tasks based on urgency, and prevent equipment breakdowns before they occur. Predictive maintenance planning, powered by data insights, can significantly reduce emergency repair costs and downtime, ensuring your operations run smoothly.

According to industry research, organizations that implement data-driven CMMS solutions can achieve up to a 250% ROI within the first year of implementation​​. This impressive return stems from reducing direct costs like emergency repairs and labor inefficiencies, as well as indirect benefits like extended asset lifecycles and improved compliance tracking. Metrics are the foundation for these outcomes, enabling organizations to achieve continuous improvement and stay competitive.

Fexalytics, Fexa’s business intelligence solution, takes this a step further by providing tailored reports that transform raw data into actionable insights. With tools like vendor scorecards, invoice analysis, and employee performance tracking, Fexalytics ensures that facilities managers can optimize their operations at every level.

Let’s dive into the types of metrics that facilities managers should look for in a CMMS and why they are critical to success.

Metrics That Measure Maintenance Efficiency

Maintenance efficiency metrics tell you how well your team is performing and identify opportunities for improvement. The following metrics are particularly valuable:

• Work Order Completion RatesThis measures the percentage of work orders completed on time. A high completion rate suggests that your team is effectively managing their workload and that tasks are being scheduled and executed efficiently. In contrast, delays can indicate bottlenecks in the workflow or resource allocation issues​​.
• Mean Time to Repair (MTTR)MTTR calculates the average time taken to repair equipment after a failure. By reducing MTTR, teams can ensure that downtime is minimized, productivity is maintained, and costs associated with prolonged asset unavailability are avoided​​.
• Preventive vs. Reactive Maintenance RatioTracking the balance between preventive and reactive maintenance is crucial. Preventive maintenance ensures equipment is serviced before failures occur, reducing the likelihood of costly emergency repairs. A higher ratio of preventive maintenance also extends asset lifecycles​​.
• Downtime FrequencyMonitoring downtime frequency helps identify recurring issues with specific assets or systems. Reducing downtime not only boosts operational productivity but also improves customer satisfaction in industries where service continuity is critical​​.

Fexalytics enhances maintenance efficiency tracking by offering visual tools like the Vendor Invoices in Progress report, which helps facilities managers quickly assess invoice statuses and pinpoint delays that might affect maintenance workflows.

Data to Optimize Asset Performance

A well-implemented CMMS tracks and analyzes data that directly impacts asset performance and longevity. This data enables informed decisions about when to repair, replace, or retire assets.

• Asset Lifecycle DurationsMonitoring how long assets remain operational provides insights into performance trends and helps in planning replacements proactively. Longer lifecycle durations are a direct indicator of effective maintenance practices​​.
• Maintenance CostsDetailed tracking of maintenance expenses—both preventive and reactive—helps determine whether it’s more cost-effective to repair or replace equipment. Accurate cost data allows for smarter budgeting and resource allocation​​.
• Spare Parts Inventory ManagementYour CMMS should track parts usage and inventory levels to prevent delays caused by missing components. Ensuring the right parts are available at the right time reduces repair delays and minimizes downtime​​.
• Predictive Maintenance IndicatorsLeveraging historical data and predictive analytics helps identify potential failures before they occur. This reduces unexpected breakdowns, saves costs, and ensures uninterrupted operations​​.

Through its Asset Analysis report views, Fexalytics enables deep dives into asset costs, performance trends, and compliance with ESG (Environmental, Social, and Governance) standards. These insights ensure that assets are not only well-maintained but also aligned with broader organizational goals.

Learn more about optimizing your facility assets in our guide.

Metrics to Improve Vendor and Team Performance

Vendor and team performance metrics ensure that your maintenance strategy is executed effectively by reliable partners and a productive workforce.

• Vendor KPIsAssessing vendor performance metrics like response times, SLA compliance rates, and cost-effectiveness helps organizations prioritize high-performing partners and renegotiate contracts where necessary. This data also ensures vendors deliver consistent, high-quality service, reducing inefficiencies and unnecessary expenses​​.
• Team ProductivityMetrics such as labor hours per work order, workflow bottlenecks, and task completion rates provide insights into how well your team is functioning. This data helps identify areas for additional training, resource optimization, or process adjustments to improve efficiency​​.

Fexalytics’ Vendor Scorecard and Employee Performance reports provide clear, actionable insights into these metrics. With these tools, managers can measure SLA compliance, monitor employee productivity, and optimize resource allocation to drive better outcomes.

How Fexa Can Help

Fexa’s CMMS platform, powered by Fexalytics, takes the guesswork out of tracking and analyzing these metrics. With features like smart automation, real-time reporting, and robust integrations, Fexa empowers you to:

• Streamline Maintenance Processes: Automate scheduling and reduce downtime.
• Track Vendor and Asset Performance: Use dashboards to gain actionable insights.
• Boost ROI: From reducing repair costs to optimizing asset lifecycles, Fexa helps you save money and improve efficiency​​.

Fexalytics ensures that every decision is data-driven, giving facilities managers the tools to achieve operational excellence and measurable ROI.

Ready to take your maintenance operations to the next level? Request a demo today and see how Fexa can transform your business.