Free maintenance strategy planning template

• The MapTrack maintenance strategy planning template contains 23 checks across 4 sections. Sections covered: Scope & exclusions, Asset base & criticality, Baselines & targets, Budget & initiatives.
• Strategy scope and horizon: the sites, lines, asset classes and exclusions covered by this strategy, the 12 month horizon and the named executive sponsor and maintenance leader accountable for delivery.
• Operating context: business priorities for the year, regulatory drivers, customer commitments, capex and divestment plans, headcount changes and any organisational restructure that affects maintenance delivery.
• Asset class portfolio: the asset register summarised by class (rotating plant, fixed plant, mobile fleet, structures, instrumentation, IT and OT), with criticality tier counts and current replacement value per class.

Learn more about maintenance and work orders in MapTrack.

• Strategic direction: a documented annual maintenance strategy gives the executive sponsor a single signed plan covering scope, mix of work, budget envelope, KPIs and improvement initiatives across every asset class on site.
• Defensible mix of work: deciding the reactive / preventive / predictive / condition-based ratio per asset class up front and grounding it in AS 4536 life cycle costing replaces the ad-hoc spend pattern that erodes maintenance credibility with finance.
• Budget alignment: a strategy that explicitly costs labour, parts, contractors, capex and improvement initiatives lets finance approve the maintenance budget against committed outcomes rather than against last year plus inflation.
• KPI clarity: defining headline KPIs (PM compliance, reactive ratio, MTBF, MTTR, schedule attainment, planned work ratio, backlog age) and target ranges up front turns the year-end review from a debate into a scorecard.
• ISO 55001 compliance: the documented strategy satisfies clause 6.2.2 strategic asset management planning, clause 7.5 documented information and clause 9.1 monitoring requirements expected by asset management auditors.
• Improvement sequencing: ranking the year's improvement initiatives (CMMS roll-out, condition monitoring expansion, RCM-lite on Class A, planner role uplift) inside the strategy prevents two or three competing programmes running at half effort across the same team.

• Strategy scope and horizon: the sites, lines, asset classes and exclusions covered by this strategy, the 12 month horizon and the named executive sponsor and maintenance leader accountable for delivery.
• Operating context: business priorities for the year, regulatory drivers, customer commitments, capex and divestment plans, headcount changes and any organisational restructure that affects maintenance delivery.
• Asset class portfolio: the asset register summarised by class (rotating plant, fixed plant, mobile fleet, structures, instrumentation, IT and OT), with criticality tier counts and current replacement value per class.
• Strategic mix of work: the planned mix of reactive, time-based preventive, condition-based, predictive and capital renewal work for each asset class with rationale grounded in AS 4536 life cycle costing and SMRP guidance.
• KPI framework and targets: the headline KPIs the function will be measured on (PM compliance, reactive ratio, schedule attainment, MTBF, MTTR, planned work ratio, backlog age, safety leading indicators) with current baseline and 12 month target.
• Resource and skills plan: in-house headcount by trade and role, contractor envelope, planned recruitment, training and certification commitments and any specialist contract resource needed for shutdowns.
• Budget and capex envelope: opex by category (labour, overtime, parts, contractors, software, training, contingency) and capex by asset class with the approved threshold for in-year drawdown.
• Improvement initiatives portfolio: the prioritised list of improvement projects for the year (CMMS roll-out, condition monitoring expansion, RCM-lite pilots, planner role uplift, mobile inspections, BIM tie-in) with owner, milestones and KPI linkage.
• Risk and assumption register: the strategic risks to delivery (talent attrition, supply chain disruption, OEM exit, regulatory change, capex deferral) with mitigation owner and the documented assumptions the budget rests on.
• Governance and review cadence: monthly KPI scorecard, quarterly steering committee, annual strategy refresh and the executive sponsor sign-off page that turns the strategy into a controlled commitment.

1. Set scope, horizon and executive sponsor

   confirm the sites, lines and asset classes covered, agree the 12 month horizon and named executive sponsor with the operations director and asset manager, document the linkage to the broader asset management policy and reliability programme plan so the strategy fits inside the wider system rather than competing with it.

2. Baseline the portfolio and current state

   pull the asset register and criticality matrix, summarise assets by class with current replacement value, KPI baselines from the last 12 months (PM compliance, reactive ratio, MTBF, MTTR, schedule attainment, backlog age) and the current mix of reactive, preventive, predictive and condition-based work to give the strategy an evidence-based starting point.

3. Choose the strategic mix per asset class using AS 4536 life cycle costing logic

   for each asset class decide the target mix of reactive, time-based PM, condition-based, predictive and capital renewal work, weighting Class A and B critical assets toward PdM and CBM and Class C and D non-critical assets toward run-to-failure or minimal time-based PM, and document the rationale per class with the cost and risk trade-off.

4. Cost the strategy, set KPI targets and sequence improvement initiatives

   build the bottom-up budget by category against the strategic mix, set the KPI target range for each headline metric, sequence the year's improvement initiatives so resourcing does not collide and document the risk and assumption register against each material commitment.

5. Approve, communicate and embed the governance cadence

   walk the draft through with finance and operations leadership, secure executive sponsor sign-off on the strategy and budget, communicate the plan to the maintenance team and the wider business, schedule the monthly KPI scorecard, quarterly steering committee and annual refresh, then attach the document to the CMMS so it informs daily prioritisation rather than sitting on a shared drive.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• ISO 55001:2024 (clause 6.2.2 strategic asset management planning)
• ISO 55002:2018 (guidance on strategic planning)
• AS 4536-1999 (Life cycle costing An application guide)
• EN 13306:2017 (Maintenance terminology)
• SMRP Best Practices 5th Edition (2017)

• ISO 55001:2024, Asset management system requirements (ISO catalogue)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

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