Maintenance Manager - live preview

Good morning, Tom

18 work orders open, 3 breakdowns and the paint line is overdue its service again.

Open work orders183 breakdowns

Overdue planned51 on a critical asset

Downtime this month14.2 hrstarget under 12

Planned vs reactive62%target 80% planned

Needs doing first

3 urgent

Paint line - breakdown, extraction fanProduction stopped, 2.4 hrs down so farBreakdown

CNC 2 - service overdue by 18 daysCritical asset, warranty condition at riskOverdue

Compressor - vibration above thresholdCondition alert, no failure yetCondition

Work orders

Planned and reactive in one list, because technicians only have one day.

Open work orders

Order	Asset	Type	Technician	Raised	Priority	Status
WK-8841	Paint line	Breakdown	Tom Ellery	Today 09:10	Critical	In progress
WK-8836	CNC 2	Planned service	Unassigned	14 Aug	High	Overdue
WK-8829	Compressor	Condition	Tom Ellery	31 Aug	Medium	Open
WK-8820	Forklift 2	Planned service	Marcus Bell	28 Aug	Medium	Scheduled
WK-8812	Extraction unit	Breakdown	Marcus Bell	30 Aug	Low	Awaiting part
WK-8790	Bench 1	Planned service	Tom Ellery	22 Aug	Low	Complete

A breakdown on a critical asset jumps the queue automatically.

Assets

Maintenance history per asset, which is what tells you when to replace it.

Maintained assets

Asset	Location	Criticality	Last service	Next due	Downtime YTD	Status
Paint line	WH1	Critical	12 Jun 2026	12 Sep 2026	18.4 hrs	Down now
CNC 2	WH1	Critical	14 May 2026	14 Aug 2026	6.2 hrs	Overdue
CNC 1	WH1	Critical	02 Jul 2026	02 Oct 2026	1.1 hrs	Running
Compressor	WH1	High	18 Jun 2026	18 Sep 2026	0.0 hrs	Condition alert
Forklift 2	WH2	Medium	20 Jun 2026	20 Sep 2026	2.6 hrs	Running
Bench 1	WH1	Low	22 Aug 2026	22 Feb 2027	0.0 hrs	Running

Repeated breakdowns on one asset build the case for replacement better than any opinion.

Spares

Parts held against assets, and what a stockout would actually stop.

Critical spares

Part	For asset	Held	Minimum	Lead time	Status
Extraction fan motor	Paint line	0	1	14 days	Stockout
CNC spindle belt	CNC 1, CNC 2	2	2	5 days	At minimum
Compressor filter set	Compressor	4	2	3 days	Healthy
Forklift hydraulic seal	Forklift 1, 2	1	1	7 days	At minimum
Paint line nozzle	Paint line	8	4	10 days	Healthy

A stockout on a critical asset spare is reported as a risk, not just a stock line.

Planned schedule

Schedules that fire on date or on usage, and escalate when ignored.

Due next 30 days123 on critical assets

Overdue5oldest 18 days

Completed on time78%target 95%

Upcoming and overdue

Asset	Task	Trigger	Due	Days	Status
CNC 2	Quarterly service	Every 90 days	14 Aug 2026	-18	Overdue
Paint line	Quarterly service	Every 90 days	12 Sep 2026	11	Due soon
Compressor	Filter change	Every 500 hrs	18 Sep 2026	17	Scheduled
Forklift 2	LOLER inspection	Every 180 days	20 Sep 2026	19	Scheduled
CNC 1	Quarterly service	Every 90 days	02 Oct 2026	31	Scheduled

An overdue schedule on a critical asset escalates daily until it is closed or deferred with a reason.

Downtime

Hours lost, by asset and cause. The number that justifies the budget.

Downtime this month14.2 hrstarget under 12

Mean time between failures412 hrsup from 380

Mean time to repair2.8 hrstarget under 3

By asset, year to date

Asset	Incidents	Downtime hrs	MTBF hrs	MTTR hrs	Top cause	Trend
Paint line	9	18.4	180	2.0	Extraction failure	Worsening
CNC 2	4	6.2	412	1.6	Spindle wear	Steady
Forklift 2	3	2.6	620	0.9	Hydraulic leak	Improving
CNC 1	1	1.1	1,840	1.1	Coolant pump	Good
Compressor	0	0.0	-	-	None	Good

The paint line accounts for two thirds of downtime on 15% of the incidents.

Schedules and criticality

What counts as critical, and what happens when a schedule is missed.

Criticality bands

Band	Definition	Response target	Escalation	Assets	Status
Critical	Stops production or breaches a statutory duty	1 hour	Immediate, to planner	3	Active
High	Degrades output or safety margin	4 hours	Daily	6	Active
Medium	Workaround exists	1 working day	Weekly	18	Active
Low	No operational impact	5 working days	None	42	Active

Criticality drives queue order, escalation and whether a spare is treated as a risk.

Audit log

Every deferral, completion and criticality change. Retained for seven years.

Events

When	Actor	Action	Target	Source
01 Sep 09:10	System	Raised breakdown, priority critical	Paint line	scheduler
01 Sep 06:00	System	Escalated overdue service, day 18	CNC 2	scheduler
31 Aug 14:20	Tom Ellery	Completed work order with parts used	WK-8790	mobile
30 Aug 11:40	Jonas Weber	Deferred schedule, reason: production peak	Forklift 1	web
28 Aug 09:15	Lena Brandt	Raised asset criticality to Critical	Paint line	web

WO-14208, Filler 3

One work order, the machine and what it is costing.

In progressLine stoppedWO-14208 · Filler 3 · breakdown · raised 06:40 by the shift leader

Filler 3, seal failure

Fourth seal failure on this machine this year. The planned maintenance that replaces the seal is scheduled annually; the machine now runs two shifts instead of one and the interval never changed.

Down for2h 14mline output stopped

Cost of downtime$8,900at $4,000 an hour

Failures this year4all the same seal

Mean time between11 weeksPM interval is 52

The work

Raised06:40 · shift leader · line stopped

Assigned06:48 · Aksel Berg8 minutes

On the machine07:10 · spare drawn from stores

Seal replaced08:20Done

Awaiting sign-offHygiene clearance before restartWaiting

The repair took seventy minutes. The clearance to restart has taken fifty-four so far, and it is not maintenance work.

Spares used

Filler seal kit1 · $184 · 2 left in storesReorder

Gasket set1 · $46In stock

Cleaning solvent2 litres · $18In stock

Two seal kits left, at four failures a year and a six-week lead time. That is one unplanned stop away from a much longer one.

This machine

Filler 3Installed 2018 · two shifts since March 2025

Planned maintenanceAnnual · last done FebruaryInterval wrong

Breakdowns this year4 · 11.2 hours · $44,800

Availability94.1% · target 97%Below

The interval was set when the machine ran one shift. Nothing has reviewed it since the second shift started, which is the finding rather than the seal.

Raise a work order

What has happened, to what, and how urgent it is.

The fault

AssetTypePriority

What was observed

What this machine already tells you

Same fault this year3 previous · all the sealRepeat

Last planned maintenanceFebruary · annual interval

Spares in stores2 seal kits · 6-week leadLow

A repeat fault is flagged before the order is raised, so the person raising it can say so rather than the pattern surfacing months later in a report.

Cost while it is down

Line rate$4,000/hr$2,200/hrNot costed

Downtime cost is what turns a maintenance argument into a business one. An uncosted line makes every breakdown look equally cheap, which is how intervals stay wrong for years.

A line-stopped order pages the on-shift technician immediately.

Filler 3

One machine: its history, its cost and its interval.

Running4 breakdowns this yearAST-0312 · installed 2018 · two shifts since March 2025 · line 2

Availability94.1%target is 97%

Downtime this year11.2 hrsacross 4 stops

Cost of downtime$44,800at the line rate

Maintenance spend$3,240parts and labour

History

$44,800 lost

Date	Order	Type	Down	Cost	Cause
6 Sep	WO-14208	Breakdown	2h 14m	$8,900	Seal failure
19 Jun	WO-13844	Breakdown	3h 05m	$12,300	Seal failure
2 Apr	WO-13501	Breakdown	2h 48m	$11,200	Seal failure
14 Feb	WO-13288	Planned	4h 00m	$0	Annual service
8 Jan	WO-13102	Breakdown	3h 09m	$12,400	Seal failure

Four breakdowns, one cause, and one planned service between them that was meant to prevent all four.

The annual interval was set for one shift. The machine has run two since March 2025 and the interval has not been reviewed. Every row above follows from that.

PM schedule

What is due, what is overdue, and what it protects.

Due this month68across 41 assets

Overdue14oldest is 41 days

Completed on time82%target is 95%

Intervals unreviewed22since a duty change

Schedule

14 overdue

Asset	Task	Interval	Last done	Due	Status
Filler 3	Seal and gasket renewal	Annual	14 Feb	14 Feb 2027	Interval wrong
Chiller 4	Refrigerant and coil check	Quarterly	2 Jun	Overdue 41 days	Overdue
Palletiser	Chain tension and lubrication	Monthly	18 Aug	18 Sep	Due
Capper 2	Torque calibration	Six monthly	4 Mar	Overdue 12 days	Overdue
Filler 1	Seal and gasket renewal	Annual	9 Jan	9 Jan 2027	Scheduled

The first row is not overdue and is still the worst line here. An interval that no longer matches how the machine is used fails quietly and on schedule.

Twenty-two intervals were set before a duty change and none has been reviewed. That number is the leading indicator; the overdue count is the lagging one.

Root cause

Why it keeps happening, and what would stop it.

Open4 occurrencesRCA-0088 · Filler 3 seal failure · opened by Aksel Berg

Four failures, eleven hours down, $44,800 of lost output against a $184 part.

The chain

Seal failsRoughly every 11 weeksSymptom

Seal is renewed annuallyInterval set in 2018Control

Machine moved to two shiftsMarch 2025Change

No interval review on duty changeNothing triggers oneRoot cause

The seal is doing what a seal does at twice the duty. The missing step is a review triggered by the change, not a better seal.

Actions

Shorten the interval to 10 weeksOwner: Aksel Berg · due 20 SepOpen

Raise the stores minimum to 6 kitsOwner: stores · due 13 SepOpen

Review the other 22 unreviewed intervalsOwner: Sofia Lang · due 30 SepOpen

Trigger a review on any duty changeOwner: Sofia Lang · due 14 OctOpen

The first two fix this machine. The last two are the only ones that stop the next machine, and they are the ones that slip.

Reports: activity

Volume and throughput, by owner and by type.

Work orders this month41268 of them planned

Opened this month412against 384 closed

Median age1.4 daystarget is 2 days

Owned by nobody11oldest is 16 hours

By technician

This quarter

Technician	Open	Closed	Median days	Overdue
Aksel Berg	9	112	0.9	2
Sofia Lang	11	104	1.2	4
Rui Almeida	8	96	1.4	3
Elin Sandberg	12	72	2.1	8
Unassigned	11	0	-	11

Median days is raised to closed. Eleven orders have no technician and four of them are on a stopped line.

Volume over time

12 weeks

Orders raised per week. Breakdowns cluster on the two lines that moved to double shifts, which is the pattern this whole system exists to make visible.

By type

This quarter

Breakdown184

Planned128

Inspection62

Improvement24

Safety14

Reports: performance

Against target, with the gap named.

Against target94.1%availability across all assets

Best technicianLine 198.2% available

WorstLine 294.1%, the double-shift line

Trend-1.4 ptson last quarter

Against target by type

100 is the target

Line 198.2

Line 397.4

Line 496.1

Line 294.1

Line 2 is the only line running two shifts on intervals set for one. The gap is not the technicians and the report says so.

What moved

Rule-derived

Availability down 1.4 pointsAll of it on the double-shift lineDown

Repeat failures now flagged at raise timeSince the asset history moved onto the order screenUp

Twenty-two intervals unreviewedNone has been looked at since a duty changeWatch

Threshold rules over the figures above, not a model. Each line names the number it came from so you can disagree with it.

Reports: exceptions

What breached, what is late and what nobody owns.

Breached14planned tasks overdue

At risk22inside 48 hours

Unassigned11no owner at all

Reopened4closed then raised again

Exceptions

14 open

Asset	Problem	Occurrences	Down this year	Cost
Filler 3	Same seal, 4 times	4	11.2 hrs	$44,800
Chiller 4	Quarterly check 41 days overdue	-	0 hrs	-
Capper 2	Calibration 12 days overdue	1	1.8 hrs	$7,200
Palletiser	Chain wear, 2 stops	2	3.4 hrs	$13,600
Filler 1	Interval unreviewed since duty change	0	0 hrs	-

The last row has never failed. It is on this list because it is the same machine as the first one, on the same interval, one duty change behind.

Fourteen overdue tasks are the visible problem. Twenty-two unreviewed intervals are the one that produced the first row of this table, and nothing overdue about them shows anywhere else.

People

Who has an account, and what they own.

People

24 accounts

Name	Role	Line	Last active	Status
Ivar Holm	Administrator	Engineering	12 minutes ago	Active
Sofia Lang	Maintenance manager	Engineering	30 minutes ago	Active
Aksel Berg	Technician	Line 2	1 hour ago	Active
Rui Almeida	Technician	Line 1	2 hours ago	Active
Elin Sandberg	Technician	Utilities	Yesterday	Active
Katarzyna Nowak	Stores	Stores	45 minutes ago	Active

Deactivating somebody prompts you to reassign what they own rather than doing it silently, because an unowned record is how a register rots.

Roles

What each role is scoped to and what it may approve.

Recent changes

Operator role created so the line can raise its own ordersIvar Holm · 8 AprilLogged

Technician spares ceiling set at $500Ivar Holm · 2 FebruaryLogged

Role changes sit in the same audit log as record changes, because both change what somebody can do.

Why custom roles exist

An operator can raise a breakdown but cannot close one
A technician can draw spares to $500 without waking anybody at 04:00
Only the maintenance manager can change a PM interval
Nobody can delete a work order, because downtime history is the point of it

Roles

5 roles

Role	Type	People	Scope	Can approve to	Status
Administrator	Built in	1	Everything	No limit	Active
Maintenance manager	Built in	2	All assets	$10,000	Active
Technician	Built in	14	Assigned orders	$500 of spares	Active
Stores	Built in	3	Spares only	$2,000	Active
Operator	Custom	4	Raise orders only	-	Active

A role carries a scope and an approval ceiling. Both are enforced on the server; hiding a button is not access control.

Permissions

Every capability against every role, as enforced.

What each role can do

10 capabilities

Capability	Administrator	Manager	Technician	Stores	Operator
Raise a work order	Yes	Yes	Yes	Yes	Yes
Assign an order	Yes	Yes	To self	No	No
Close an order	Yes	Yes	Own	No	No
Draw a spare	Yes	Yes	To $500	Yes	No
Change a PM interval	Yes	Yes	No	No	No
Edit an asset record	Yes	Yes	No	No	No
Open a root cause	Yes	Yes	Yes	No	No
Set the line downtime rate	Yes	No	No	No	No
Delete a work order	No	No	No	No	No
Read the audit log	Yes	Yes	Yes	Yes	No

Enforced per query rather than by hiding controls. A scoped "yes" means the row exists but is limited, which is why some actions need a second person.

Nobody deletes a work order, the administrator included. Downtime history is the only evidence that an interval is wrong, and it has to survive the people it embarrasses.

Notifications

What the system sends, to whom, and when.

What is sent

Line-stopped order raisedPages the on-shift technician immediatelyOn

Repeat failure on an assetTo the maintenance managerOn

Planned task overdue 7 daysTo the maintenance manager, then weeklyOn

Spare below minimumTo storesOn

Duty change recorded on an assetTo the maintenance manager, to review the intervalOn

Every message names the record it is about, so a reply lands somewhere.

Quiet hours

No routine notifications20:00 to 07:00, local to the personOn

Urgent overridesAny order that stops a line, at any hourOn

Weekly digestMonday 08:00On

A notification that waits until morning is one that did not work, so the override is explicit rather than a setting nobody finds.

Notification rules are yours to set. What is here is a starting point drawn from how the queue actually behaves.

Integrations

Connected systems and their sync history.

Connected

3 connected

Line control systemRun hours and stop reasonsConnected

StoresSpare levels and reorder pointsConnected

PurchasingSpare orders and lead timesConnected

Condition monitoringVibration and temperature trendsNot connected

FinanceMaintenance spend by assetNot connected

What breaks without them

Without run hours an interval in weeks cannot become one in operating hours, which is the fix the Filler 3 case actually wants
Without stores the order screen offers spares that are not there
Without condition monitoring failure is discovered rather than predicted
Work orders still run; the intervals stay calendar-based

Sync history

Last 24 hours

When	Source	Records	Result
Continuous	Line control	4 lines	Live
06:00 today	Stores	1,284 lines	11 below minimum
06:00 today	Purchasing	38 on order	4 past lead time
06:00 yesterday	Stores	1,284 lines	9 below minimum

A sync that half-succeeded is listed as such rather than as a failure, because the records that did land still changed something.

Import and export

Bulk load and extract, with per-row validation.

Import

WhatIf a row already exists

Validated before anything is written. A file with one bad row imports the rest and tells you which line failed and why.

Export

WhatFormat

RangeEverythingThis yearFiltered view

Recent imports and exports

Last 30 days

When	What	Rows	Result	By
4 Sep 06:30	Import	412	Complete	Ivar Holm
1 Sep 18:00	Export	4,884	Complete	Sofia Lang
20 Aug 09:00	Import	188	182 loaded, 6 duplicates	Ivar Holm

Every import is kept with its source file, so a bad load can be traced rather than argued about.