Free maintenance KPI dashboard template
Free maintenance KPI dashboard template (PDF-ready). Track MTBF, MTTR, PM compliance, schedule attainment and wrench time. SMRP and ISO 55000 aligned.
Updated 10 Aug 2026
Maintenance KPI Dashboard
Monthly reliability and work-management scorecard for the maintenance function.
Reliability & availability
Schedule performance
Labour productivity
Actions & sign-off
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
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Key takeaways
- The MapTrack maintenance KPI dashboard template contains 20 checks across 4 sections. Sections covered: Reliability & availability, Schedule performance, Labour productivity, Actions & sign-off.
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Used by construction, mining and field service teams
What is a maintenance KPI dashboard template?
A maintenance KPI dashboard is a single-page monthly scorecard that the reliability or maintenance manager uses to communicate the health of the maintenance function to operations leadership the plant manager and finance. It consolidates the eight to twelve headline metrics that the Society for Maintenance and Reliability Professionals (SMRP) Best Practices and the European Federation of National Maintenance Societies (EFNMS) recognise as the core indicators of a maintenance function drawn from the SMRP 5.x metrics family for reliability and the 4.x family for work management. The headline metrics on this scorecard are mean time between failures (MTBF) mean time to repair (MTTR) overall asset availability preventive maintenance (PM) compliance schedule attainment schedule loading wrench time (productive time on tools) reactive work share planned and scheduled work share mean backlog age percent of work covered by a job plan and rework rate.
This dashboard is different from a maintenance budget which tracks dollars by category and different from a work order report which lists open jobs. The dashboard is the management instrument that says whether the maintenance function is improving holding or deteriorating against agreed targets. Most asset-heavy organisations publish it monthly to the senior leadership forum with weekly traffic-light views for the maintenance manager and quarterly trends for the steering committee. The metric set aligns to SMRP guidelines and the SMRP-EFNMS harmonisation work ISO 55000:2024 performance evaluation principles EN 13306:2017 maintenance terminology and EN 15341:2019 maintenance key performance indicators. Without a published scorecard the maintenance team is busy but not measured. With one every reliability initiative capex submission and resourcing case can be defended with data and the conversation with operations leadership moves from anecdote to numbers.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this maintenance KPI dashboard template
- Defensible performance story: a published monthly scorecard turns maintenance from a cost centre operations leadership defends into a function they can read at a glance and compare against agreed targets.
- Reliability investment case: trending MTBF up and reactive work share down builds the credible business case for PdM sensors condition monitoring and reliability engineer headcount in the next budget cycle.
- Planner productivity signal: schedule attainment schedule loading and wrench time together expose whether the bottleneck is plan quality parts availability operations access or technician capacity.
- Cross-functional alignment: a shared metric set with documented formulas removes the recurring argument between maintenance production and finance over what the numbers mean and how they are calculated.
- Audit and ISO readiness: a monthly KPI scorecard with formulas targets and signed sign-off lines up directly with ISO 55001 clause 9 (performance evaluation) and EN 15341 KPI categories.
- Continuous improvement loop: amber and red KPIs feed a monthly action list with owners and review dates turning the scorecard from a static report into a live management instrument that drives change.
Benefits of digitising forms in MapTrack
When you move your reports from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Trigger work orders automatically when a fault is logged during an inspection.
- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
Book a demo to see how MapTrack handles reports.
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What to include in a maintenance KPI dashboard template
This maintenance KPI dashboard template covers 9 key areas:
- Header and scope: reporting period (calendar month or ISO week or four-four-five) site or asset class in scope dashboard owner (reliability engineer or maintenance manager) date issued and approving manager.
- Reliability metrics: mean time between failures (MTBF) mean time to repair (MTTR) overall asset availability percentage and reactive work share all calculated against operating hours not calendar hours per EN 13306:2017.
- Work management metrics: preventive maintenance (PM) compliance percentage schedule attainment percentage schedule loading percentage mean backlog age in weeks percent of work with a written job plan and rework rate.
- Productivity metrics: wrench time or tool time percentage planner ratio (work orders per planner per week) and emergency work share of total hours benchmarked against SMRP 4.x family targets.
- Cost and safety overlay: cost per unit produced or per operating hour maintenance spend as percentage of asset replacement value (ARV) and any work-related safety incidents in the period.
- Trend view: each metric shown with the current month the prior month three-month rolling average year-to-date and the target with traffic-light colouring (green or amber or red) against the target band.
- Top three actions: prioritised list of the top three improvement actions arising from the scorecard with action owner due date and expected metric impact.
- Sign-off: reliability engineer or maintenance manager signature operations or plant manager counter-signature and date issued to leadership.
- Definitions and formulas: a short appendix or footer listing each metric formula and the source data system so finance production and audit can reproduce the number from the source data.
How to use this maintenance KPI dashboard template
- Define the metric set and formulas against SMRP EN 15341 and ISO 55001: agree the eight to twelve headline KPIs with operations leadership the formula for each the source data system (CMMS or EAM SCADA time-and-attendance ERP) and the data ownership. Publish a short appendix of definitions alongside the dashboard so the calculations are reproducible and not disputed in the monthly forum.
- Set targets and traffic-light thresholds: for each KPI set a green and amber band against a documented baseline (use the last twelve months of actuals if available otherwise the SMRP benchmark range). Typical first-year targets are PM compliance greater than 85 percent schedule attainment greater than 80 percent reactive work share less than 25 percent wrench time greater than 35 percent and MTBF trending up year on year on Class A assets.
- Pull the data from the CMMS or EAM at month-end close: run the standard month-end extract for work orders by type completion dates planned versus actual labour hours downtime events condition monitoring findings and ledger spend. Reconcile the work-order totals to the time-capture system and the ledger so the numbers are auditable. Note any data quality issues for the appendix.
- Calculate the headline metrics and apply traffic-light status: calculate MTBF and MTTR per Class A asset and roll up to fleet calculate availability against operating hours calculate PM compliance as completed-on-time over scheduled calculate schedule attainment as completed-as-scheduled over loaded calculate wrench time from time-on-tool studies or work-order time stamps and rate each KPI green or amber or red against the band.
- Issue the dashboard with top three actions and a written commentary: distribute the one-page scorecard with a short commentary explaining any amber or red metric the root cause hypothesis and the top three improvement actions for the next period with named owners and due dates. The commentary is what separates a maintenance scorecard that drives change from one that gets filed.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
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The dashboard runs on a tiered cadence. The maintenance manager runs a weekly traffic-light view of schedule attainment PM compliance reactive work share and overdue backlog as part of the weekly schedule review (this is the operational rhythm not a published report). The full monthly scorecard with all eight to twelve metrics formulas traffic-light status top three actions and commentary is issued to operations leadership within five business days of month-end close aligned to the finance close calendar. A quarterly trend pack pulls three months of monthly scorecards into a steering committee view with year-to-date variance against target and the status of every action raised in the period. The full metric set targets formulas and dashboard layout are reviewed annually against SMRP best practice updates EN 15341 revisions and operations strategy with the reliability engineer or maintenance manager owning the review and the operations director approving any change. MapTrack can auto-pull MTBF MTTR PM compliance and schedule attainment from completed work orders straight into a live dashboard so the monthly close becomes a review of pre-calculated numbers rather than a manual spreadsheet rebuild.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- SMRP Best Practices 2017 (5.x reliability and 4.x work management families)
- EN 13306:2017 (Maintenance terminology)
- EN 15341:2019 (Maintenance key performance indicators)
- ISO 55001:2024 (Asset management clause 9 performance evaluation)
- ISO 55000:2024 (Asset management overview principles and terminology)
Maintenance KPI dashboard template preview
The numbers behind this maintenance KPI dashboard template
Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Maintenance KPI dashboard template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Header and scope: reporting period (calendar month or ISO week or four-four-five) site or asset class in scope dashboard owner (reliability engineer or maintenance manager) date issued and approving manager.</li>
<li style="margin:4px 0;">Reliability metrics: mean time between failures (MTBF) mean time to repair (MTTR) overall asset availability percentage and reactive work share all calculated against operating hours not calendar hours per EN 13306:2017.</li>
<li style="margin:4px 0;">Work management metrics: preventive maintenance (PM) compliance percentage schedule attainment percentage schedule loading percentage mean backlog age in weeks percent of work with a written job plan and rework rate.</li>
<li style="margin:4px 0;">Productivity metrics: wrench time or tool time percentage planner ratio (work orders per planner per week) and emergency work share of total hours benchmarked against SMRP 4.x family targets.</li>
<li style="margin:4px 0;">Cost and safety overlay: cost per unit produced or per operating hour maintenance spend as percentage of asset replacement value (ARV) and any work-related safety incidents in the period.</li>
<li style="margin:4px 0;">Trend view: each metric shown with the current month the prior month three-month rolling average year-to-date and the target with traffic-light colouring (green or amber or red) against the target band.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/maintenance-kpi-dashboard-template" style="color:#071D49;font-weight:600;text-decoration:none;">Maintenance KPI dashboard template</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
Cite this template
Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack maintenance KPI dashboard template contains 20 checks across 4 sections.
- Short attribution
- MapTrack Maintenance KPI dashboard template, https://www.maptrack.com/templates/maintenance-kpi-dashboard-template
- Reference list
- MapTrack. (2026). Maintenance KPI dashboard template [Checklist template]. Retrieved from https://www.maptrack.com/templates/maintenance-kpi-dashboard-template
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/maintenance-kpi-dashboard-template.
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