Maintenance is essential to any industrial operation, regardless of the sector. Companies that rely on machinery and equipment know how vital it is to keep their assets functioning efficiently. Effective maintenance management isn’t just about fixing or replacing broken parts; it involves a detailed process of documentation, evaluation, and planning. In this context, the maintenance report plays a fundamental role, serving as a crucial tool for tracking the condition of equipment, identifying potential issues, and planning future maintenance activities.
In this article, you’ll learn what a maintenance report is, the main types of reports, the essential data that should be included, and a step-by-step guide on creating a good report. Enjoy reading!
What is a Maintenance Report?
A maintenance report is a form created during the execution of a procedure. This record contains data identifying the machinery, the responsible professional, and the aspects to be inspected or replaced. It also includes space for images. The setup varies depending on the maintenance type, with preventive and corrective styles being the most common. For instance, a preventive maintenance report might include data on the last inspection date, the condition of the machinery, and any recommended actions. In contrast, a corrective maintenance report might detail the issue, the actions taken, and the results of those actions.
Types of Maintenance Reports
The report formats can vary according to the type of maintenance service performed. Here are the most common models.
Preventive Maintenance Report
The preventive maintenance report contains information regarding providing preventive maintenance services to avoid machinery or equipment downtime. During this procedure, the current state of the machinery is analyzed, and when necessary, a part is replaced, or the system is updated. This report allows the manager to evaluate the performance of the devices on the production line and anticipate the appropriate time for component replacement.
Industrial Maintenance Report
In an organization’s context, regardless of its size—minor, medium, or large—the industrial maintenance report provides essential information about the performance of its machinery, directly impacting the production line. In this report, the technician must document all procedures to repair equipment and the replaced parts.
Equipment Maintenance Report
The equipment maintenance report documents the repairs made to the equipment. It is essential for controlling expenses, monitoring equipment performance, and supervising visits.
What Should Be Included in a Maintenance Report?
Maintaining strict vigilance over the data in these records is extremely important to ensure that nothing is omitted, thus avoiding accidents, failures, rework, or possible penalties.
Among the essential elements that must be included in the records are the following:
- The names of those in charge of maintenance
- The work order number
- Details related to the client and the equipment
- The purpose of the visit
- The type of maintenance
The work order number is a reference, enabling tracking maintenance performed throughout the day and the services provided to each piece of equipment and client. Generally, the work order forms the basis for consolidating equipment and operational team data.
It is of utmost importance that the maintenance report includes a detailed description of the services performed, accompanied by photographic evidence documenting the situation found by the technician before and after maintenance.
Another fundamental aspect of the maintenance report is confirming the services performed by a client representative or the equipment.
Indicators to be Evaluated
Various indicators must be evaluated in the maintenance report to ensure service efficiency and quality. Some of the main ones include:
- Intervention time
- Costs
- Conformity index
- Downtime
- Mean Time Between Failures (MTBF)
- Mean Time to Repair (MTTR)
Step-by-Step: How to Create a Good Maintenance Report
Define Your Priorities: First, it’s essential to determine the priorities and objectives of your maintenance reports. Different departments may have distinct needs, such as a maintenance manager seeking machine performance data, while the financial director wants information on operational costs. List all activities that need to be documented.
Use Metrics and Indicators: After defining your priorities, set specific management goals. Identify relevant indicators, such as performance percentages and involved costs, to help measure progress toward defined objectives.
Identify Crucial Information: Maintenance reports often involve critical information, especially related to costs. Record detailed materials, labor, extra services, subcontractors, and machine downtime expenses. This data is essential to identify excessive spending, avoid waste, and reduce costs.
Create a Checklist: Use checklists in reports to ensure a logical sequence of procedures while analyzing each piece of equipment. Checklists are valuable for preventive, conditioned, or corrective maintenance. They can cover mechanical, lubrication, electrical, hydraulic, and safety checks. Also, record the history and criticality of each piece of equipment and the type of maintenance needed.
Describe Responsibilities and Status: Include the names of those responsible for analyzing the equipment in the report, ensuring that the designated employees carry out activities. Also, indicate the status of each assessment, such as planned, ongoing, or completed, to keep all departments informed about progress.
Define Time for Each Activity: Consider the time required for each maintenance activity, depending on the type (preventive, predictive, or corrective). Record the times of each task to minimize production interference, especially when a machine needs to be stopped.
What Not to Do When Generating Maintenance Reports
Below, you can find some tips on what not to do when generating maintenance reports:
Not Meeting Customer Needs
It’s common to focus exclusively on the technical team’s experience, ignoring the customer’s specific needs. Therefore, analyzing the service history and relevant information about the assets and equipment is essential.
Typing Errors Maintenance reports filled out manually,
Whether in Excel or on paper, they are subject to typing errors and interpretation difficulties due to handwriting. Additionally, when transferring information from paper to computer, details may be omitted, leading to reports with inaccuracies or gaps, which is undesirable for the customer.
Lack of Traceability
Maintenance reports are crucial in proving the services performed. Therefore, it is vital to document all aspects, including photographic records, and maintain a comprehensive history of customers and assets.
Absence of Maintenance History
Maintaining a complete record not only supports the reliability of the reports but also guides the development of more strategic and suitable routines for equipment and assets. The history includes information such as replaced parts, involved technicians, frequency of visits, and much more.
Okay, now what?
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Count on SEMEQ to take care of the health and availability of your machines.
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