What Should Be Included in a Monthly Maintenance and Repair Report?
An effective monthly maintenance and repair report is not just a summary of past activities—it should also serve as a decision-support tool. These reports enable maintenance teams, management, and production planners to measure system performance, identify bottlenecks, and make more accurate plans for the upcoming month. Key sections that should be included in a report generated through a CMMS are:
1. General Performance Summary
- Number of work orders completed during the month (categorized as planned/unplanned)
- Total maintenance duration (in hours or days)
- Total cost of maintenance activities
- Maintenance categories that consumed the most time and resources
This section provides an overview of the month and offers managers a quick summary. It is critical for the maintenance report.
2. Planned vs. Unplanned Maintenance Ratios
- Percentage of planned maintenance
- Frequency of unplanned interventions
- Compliance with the planned maintenance schedule
- How many planned tasks were not performed on time? Why?
These figures indicate whether a proactive maintenance culture is developing.
3. Work Order Analysis
- Number of work orders created during the month
- Completed / postponed / canceled work orders
- Average work order completion time
- Distribution of work orders by category (mechanical, electrical, cleaning, etc.)
Additionally, delays in the work order process and their reasons should be reported (e.g., lack of spare parts, staff shortages).
4. Failure Records and Equipment Performance
- List of equipment that experienced failures
- Frequency of failures and recurring issues
- Average time to repair (MTTR)
- Mean time between failures (MTBF)
- Top 5 most frequently failing equipment and root causes
This section provides essential data for predictive maintenance strategies.
5. Personnel Performance Data
- Number of work orders completed per person
- Average response time
- Rate of overtime work
- Training status and competency gaps
Personnel data helps evaluate both individual and team performance.
6. Spare Parts and Material Usage
- List of spare parts used during the month
- Materials deducted from inventory and reorder levels
- Parts below critical stock levels
- Correlation between part usage and types of failures/maintenance
This section supports warehouse management and supply chain planning.
7. Cost Distribution and Budget Tracking
- Total maintenance cost (labor, materials, external services)
- Ratio of planned/unplanned maintenance costs
- Comparison between budget target and actual spending
- Key reasons for cost increases
Budget variance analysis supports the financial aspect of maintenance management.
8. Downtime and Production Impact
- Total downtime caused by maintenance
- Downtime distribution by equipment/department
- Changes in production efficiency after maintenance (if any)
Maintenance data for equipment with a critical impact on production lines should be analyzed in detail here.
9. Recommendations and Action Plan for the Upcoming Month
- Maintenance activities that need to be rescheduled
- List of personnel requiring training
- Predictive maintenance suggestions for critical equipment
- Identified areas for improvement
This section emphasizes that maintenance is not only an operational function but also a strategic process.
Automated Reporting with CMMS: Why It Matters
- Reports are not prepared manually, reducing the risk of human error
- Real-time data enables more accurate analysis
- Ensures regular monthly information flow to decision-makers
- Saves time, allowing teams to focus on more strategic tasks
What is a CMMS and How Does It Support Monthly Maintenance Reporting?
A Computerized Maintenance Management System (CMMS) is a software solution that digitalizes and automates maintenance operations. With CMMS, organizations can:
- Ensure timely execution of planned maintenance activities
- Analyze failure incidents and response times
- Collect equipment performance data
- Track operational KPIs effectively
All of this data is compiled into monthly reports, providing management with a strategic overview and enabling more informed decision-making.
Next Steps
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Frequently Asked Questions (FAQ)
A monthly maintenance and repair report is a periodic document that provides a detailed analysis of equipment maintenance and repair activities. It is used to measure an organization’s maintenance processes and performance.
Regular reporting allows you to make data-driven decisions regarding failure causes, maintenance efficiency, and costs. It also helps increase the ratio of planned maintenance and reduces unexpected downtime.
The report includes critical maintenance data such as work order status, failure records, MTTR and MTBF values, personnel performance, spare parts usage, and maintenance costs.
A CMMS automatically collects data and generates reports quickly. This saves time, reduces human error, and enables more effective decision-making through real-time analysis.
