How to Use a CMMS to Create an Asset Downtime Report

Your company’s true operational foundation is its assets. Those include machines, equipment, technicians performing day-to-day tasks, and more. One of the most important functions across your facility is having those assets up and running as much as possible.

Keep assets operating smoothly by understanding what causes breakdowns and how often repairs are made. An asset downtime report puts this information at your fingertips.

When it comes to creating an asset downtime report, consider your options:

  • Manually enter downtime for every work order in an Excel spreadsheet, only to have to navigate back through every time another repair is needed.
  • Create a clean, searchable database of your assets, historical repair data and the location of each in your facility.

While an organized asset report seems like the clear option, 48% of maintenance managers still rely on manual methods like spreadsheets.

With an easy-to-understand, connected reporting system, you’re able to produce downtime reports quickly, gather accurate and real-time data, and minimize downtime all together. If it seems to good to be true, it’s because you haven’t found the perfect computerized maintenance management system (CMMS) just yet.

Read on to learn how CMMS helps you create fast, legible asset downtime reports.

1. Quickly organize all assets in one place.

You know it’s frustrating to navigate through spreadsheets if your company still relies on manual asset tracking and reporting. Eliminate the need for spreadsheets (with thousands or rows of assets for each location) with a CMMS.

When you implement a CMMS, you gain real-time visibility and insights that minimize downtime and reduce lost profits. You’ll gain the opportunity to organize all assets in one place in a hierarchical structure, rather than a list for an easy-to-scan downtime report.

A CMMS allows you to add assets to work orders as you populate them. From here, you can sort by overall asset, brand or lifecycle stage, or choose to see asset by location. In one click, you’re able to sort assets or locations by downtime to generate quick, data-driven reports for future decisions.

2. Add updates and new assets with ease.

It could take hours or even days to update a manual asset log. Each asset has unique descriptions, needs, specifications and a location to inventory. Without a CMMS, new or old asset management is a messy, manual process.

As Software Advice states in the article above, the ability to immediately update assets in CMMS stands in stark contrast to the outdated, manual method of spreadsheet data input and reporting. A top-notch CMMS gives you drag and drop functionality to add new assets, or search and filter to quickly find what you’re looking for within your database. You’re left with quick updates, and an easily navigable database to keep your assets on track.

3. View historical data to implement preventive maintenance.

What if you could tackle machine downtime and repairs before they even occur? This idea is a reality with the proper preventive maintenance strategy.

According to a study by Plant Engineering, 31% of survey respondents indicated that they plan to implement preventive maintenance to decrease future unscheduled downtime. While it would be great to predict when a breakdown occurs, it’s rather tedious without the right database.

With a CMMS, you can input data ranging from the description of an asset model and past service history, to create or follow recommended predictive maintenance schedules. This enables organizations to automatically assign preventive care tasks to open technicians—minimizing the risk of downtime before it occurs. In turn, you’ll also boost technician productivity, as preventive repairs are often less intensive and costly.

Move away from manual asset reports with a top-notch CMMS. Watch a demo of Maintenance Connection to see how your organization can benefit from a smooth, organized CMMS.