This document discusses key performance indicators (KPIs) related to the SAP-PM maintenance module. It identifies selected KPIs to measure such as the proactive to reactive work ratio, pending and overdue notification status, and pending and overdue work order status. The document also discusses issues currently present with notifications and work orders in the system and provides an action plan to address these issues.

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April 28, 2022
KEY PERFORMANCE INDICATORS (KPIS)
RELATED TO SAP-PM MODULE
You cannot control what you cannot measure.
- Peter Drucker
M A I N T E N A N C E D E P T . ( G O T H M A C H H I )

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QUICK FACTS
KPI implementation demands sheer commitment from top most level as it requires
involvement of all departments.
At department level (in isolation), these KPIs can be implemented with certain
modifications/compromises.
In FFC-GM, at present SAP-PM module is being utilized only for material issuance.
FFC is the only company in fertilizer sector which yet has to consider maintenance
KPI implementation.

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MAJOR SOCIETIES GOVERNING
MAINTENANCE RELIABILITY PRACTICES

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Proactive to Reactive Ratio
Pending & Overdue Notifications
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SELECTED KPIS
Pending & Overdue Workorders
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Mean Time Between Failure (MTBF)
Maintenance Cost
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MONITORING ONLY (NON-KPI)

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Proactive to Reactive Ratio
Pending & Overdue Notifications
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SELECTED KPIS
Pending & Overdue Workorders
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7. Predictive/Condition based
Maintenance
Preventive Maintenance
PROACTIVE
MAINTENANCE
Corrective Maintenance
Breakdown / Failure
REACTIVE
MAINTENANCE
Your Text Here
Refurbishments / Modifications
Any other planned work
PROACTIVE & REACTIVE MAINTENANCE

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All Work
Target 100%
Capital Work
Target Varies
Predictive/CBM
Target 15%
Corrective Work
from Structured
Work Program
Target 50%
Non-Capitalized
Work
Target 10 – 15%
Preventive
Maintenance
Target 15%
Corrective Work
from Structured
Work Program
Target 5%
Structured Work
Identification
Target 30%
Corrective
Maintenance Work
Target 55%
Other Work
Target < 5%
Improvement &
Modification Work
Target 10 to 5%

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What is KPI
This metric measures the ratio of proactive to reactive work
KPI-I : PROACTIVE TO REACTIVE WORK RATIO
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Reactive work: Signifies all activities that cannot be scheduled/planned –
Includes corrective, breakdown and unplanned work.
Proactive work: Consists of all maintenance work carried out on the
basis of Preventive, predictive, modification or any other planned
maintenance work.

10. Mechanical Seal/Gland Leakage which can
be planned without jeopardizing daily
schedule
Corrective work as a result of thickness
monitoring
PROACTIVE
MAINTENANCE
Work on the basis of observation of
operator/unit (insulation rectification etc.)
Mechanical seal/ Gland leakages which
needs to be attended immediately
Pipeline or other process leakages
REACTIVE
MAINTENANCE
Any work which creeps in to maintenance
schedule

11. Proactive to Reactive work ratio
SAP NOTIFICATION & WORK ORDERS TYPES

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What is KPI
This metric measures the ratio of proactive to reactive work
PROACTIVE TO REACTIVE WORK RATIO
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2 The KPI can help identify bad actors and improve inspection / maintenance
plans.
World Class Value
Our Value
(Mach-II year 2021)
6 : 1 3.25 : 1
Reactive (unplanned) work: signifies all activities that cannot be scheduled/planned
– Includes all unplanned and breakdown work orders.
Proactive work: consists of all maintenance carried out on the basis of
Preventive, predictive, modification or any other planned maintenance work.
Our Value
(EM-II Urea: one Quarter)
4.1 : 1

13. Proactive to Reactive work ratio
KPI-II: NOTIFICATION STATUS
This metric measures the status (in percentage) of notifications at various stages
notifications
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Stages
Overdue
Outstanding
In-process
Completed
Postponed
Targets are set on the basis on notification priority.
No standard benchmarking available.
Target will be fixed after analyzing our own data.
Target may be different for each area.

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What is KPI
Frequently, important/urgent jobs are being executed without notifications.
NOTIFICATIONS: PRESENT ISSUES
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Mostly notifications are being raised for routine high notification type
regardless of job priority.
Most of the notification raised are of low priority jobs.
Poor description/insufficient data in notification.

15. Proactive to Reactive work ratio
KPI-III: WORK ORDERS STATUS
This metric measures the status (in percentage) of work orders at various stages
notifications
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Stages
Created
Released
Overdue
Completed
As per standard, should be calculated on Man-hours
basis
No standard benchmarking available.
Target will be fixed after analyzing our own data.
Target may be different for each area.
Targets are set on the basis on equipment criticality.

16. Proactive to Reactive work ratio

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What is KPI
Sometimes work orders are not created and notifications are closed after
completion of job, without creating work orders.
WORK ORDER: PRESENT ISSUES
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Sometimes work orders are created without notifications where material
issuance is required.
Issuance of material in improper work orders.
Review of damage and cause codes.

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Mean time between failure (MTBF)
Maintenance Cost
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MONITORING ONLY (NON-KPI)

19. Proactive to Reactive work ratio
MEAN TIME BETWEEN FAILURES
This metric measures the average length of operating time between failures for
an asset or component
The objective is to assess the reliability of a repairable asset or component,
perform gap analysis and target reliability improvement of low MTBF assets.
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ORIGINAL: MTBF = Total Operating Time / Number of Failures
MODIFIED: MTBF = Total Time Elapsed / Number of Failures

20. Proactive to Reactive work ratio
MEAN TIME BETWEEN FAILURES
Data needs to be entered for monitoring
• Proper equipment tag/functional location
• Damage code & cause code (need to be revised)
• Actual start and finish date
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21. Proactive to Reactive work ratio
MAINTENANCE COST
This metric is the measure of the total maintenance cost required incurred on an
equipment during certain time period.
The objective is to assess the reliability of a repairable asset or component,
perform gap analysis and target reliability improvement of low MTBF assets.
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22. Proactive to Reactive work ratio
ACTION PLAN
Type - B
Session with area engineers for proper work order creation
Awareness of shift engineers for proper notification creation
Monthly monitoring to evaluate data & ensure compliance
Creation of required dashboard and other required changes in SAP
Based on the data, set targets for the next year

23. Thank you