Achieve Peak Performance in Your Hospital’s Maintenance with These Key Metrics

Achieve Peak Performance in Your Hospital’s Maintenance with These Key Metrics

Achieve Peak Performance in Your Hospital’s Maintenance with These Key Metrics

Daniel Penn - How to...

Tony Rodriguez, President, and Rich Overman, PhD, Senior Consultant, Daniel Penn Associates

Effective preventive maintenance (PM)1 is crucial to ensure that hospital systems run seamlessly, and facilities remain operational at peak performance. Hospital executives—CEOs, CFOs, and COOs—along with maintenance managers must focus on key metrics and KPIs (Key Performance Indicators) that ensure HVAC, electrical systems, plumbing, basic repairs, janitorial and other systems and services function without disruption. This article explores the essential KPIs that hospital leaders should monitor and the modern technologies available to track these metrics effectively.

Key Metrics and KPIs for Preventive Maintenance

1.0 PM/PdM Compliance

  • Definition: This metric measures the percentage of preventive maintenance (PM) and predictive maintenance (PdM) work orders that were completed by the expected date (e.g., on time with 1- the PM/PdM compliance being the percentage that is overdue) for a given completion date range. The overdue variance is usually calculated for each month. It is recommended that results be grouped in ranges of overdue variance (%) and by criticality rank.2
  • Relevance: PMs prevent failures by finding problems before they occur or removing equipment before they fail. PM completion is a leading indicator of equipment reliability and availability, so higher PM compliance leads to higher reliability and availability.
  • Tracking: PM work orders are closed “on time” if they are completed within ± 10% of the interval. The goal is 100% PM compliance.

1.1 Task Management KPIs

1.1.1 Planned vs. Unplanned Maintenance Ratio

  • Definition: Measures the proportion of pre-planned maintenance tasks on schedule versus unexpected repairs.
  • Relevance: Hospitals aim for a higher percentage of planned maintenance to reduce sudden failures that disrupt operations.
  • Target Ratio: Aim for 80-90% planned maintenance to prevent costly breakdowns.
  • Tracking: CMMS dashboards offer reports on task completion status.

1.1.2 Schedule Compliance

  • Definition: The percentage of maintenance tasks on the weekly schedule completed during the week they were scheduled.
  • Relevance: Delays in routine HVAC or electrical maintenance can compromise indoor air quality and patient comfort.
  • Tracking: Automation through scheduling software ensures teams receive alerts about upcoming maintenance deadlines.

1.1.3 Backlog of Work Orders

  • Definition: Counts the number of open work order maintenance hours divided by available weekly maintenance technician hours. Provides the number of weeks’ worth of maintenance that needs to be performed.
  • Relevance: A growing backlog signals potential staffing shortages or process inefficiencies. Reducing the backlog ensures equipment reliability, availability, and compliance.
  • Tracking: Work order management systems integrated with a CMMS monitor backlog levels in real-time.

1.2 Personnel and Resource Management KPIs

1.2.1 Technician Productivity

  • Definition: Measures the time technicians work on equipment versus other activities. AKA Wrench Time.
  • Relevance: Productivity KPIs measure the efficiency of the maintenance teams. More efficient teams can complete more work orders in the same amount of time with the same number of people.
  • Tracking: Time-tracking systems linked with work orders help managers measure technician utilization rates. Wrench time studies can also be used to monitor technician productivity.

1.2.2 Staff Availability and Absenteeism Rates

  • Definition: Tracks technician availability to complete assigned maintenance tasks.
  • Relevance: Ensuring adequate staffing levels reduces maintenance delays and prevents performance bottlenecks.
  • Tracking: Workforce management software integrated into CMMS systems enables real-time monitoring of staff schedules and absenteeism.

1.2.3 Training Hours per Technician

  • Definition: Monitors the number of hours technicians spend on professional development and training.
  • Relevance: Up-to-date skills are essential for handling new equipment and technologies, especially for HVAC and electrical systems in hospital settings.
  • Tracking: Training management platforms can track completed certifications and assign future training sessions.

1.3.1 Mean Time Between Failures (MTBF)

  • Definition: Measures the average time equipment operates before it experiences a breakdown.
  • Relevance: Longer MTBF indicates reliable equipment and fewer disruptions. For hospitals, ensuring HVAC and electrical systems run continuously is essential for patient care and operational efficiency.
  • Tracking: CMMS (Computerized Maintenance Management System) logs equipment run times to calculate MTBF trends over time.

1.3.2 Mean Time to Repair (MTTR)

  • Definition: Captures the average time taken to repair broken equipment.
  • Relevance: Minimizing MTTR ensures minimal downtime and disruption to services such as air filtration or emergency lighting.
  • Tracking: Maintenance teams can log work orders in real-time using mobile apps linked to the CMMS to keep MTTR within acceptable thresholds.

1.3.3 Energy Consumption per System

  • Definition: Monitors the energy efficiency of HVAC, electrical, and plumbing systems.
  • Relevance: High energy consumption may indicate underperforming equipment or improper maintenance. Keeping systems efficient saves costs and ensures sustainability, a growing priority for hospital leadership.
  • Tracking: Internet of Things (IoT) sensors and building management systems (BMS) track energy consumption in real-time.

2. Technologies to Measure and Track KPIs

2.1 Computerized Maintenance Management Systems (CMMS)

A CMMS acts as the backbone of preventive and corrective maintenance in hospitals. It automates work orders, schedules preventive tasks, and stores equipment histories. Hospital maintenance teams use CMMS platforms to track KPIs such as MTTR, MTBF, and backlog ratios in real-time.

Recommended features:

  • Automated scheduling and alerts
  • Work order tracking
  • Integration with mobile apps for field technicians
  • Dashboard for KPI monitoring

2.2 Building Management Systems (BMS)

BMS platforms provide a centralized view of HVAC, lighting, plumbing, and energy systems. By connecting sensors to essential equipment, hospital managers gain real-time insights into system performance, energy consumption, and potential faults.

Key capabilities:

  • IoT sensor integration
  • Remote monitoring of building systems
  • Energy usage analytics and reporting
  • Integration with CMMS for seamless task management

2.3 IoT Sensors and Predictive Maintenance Tools

IoT-enabled sensors continuously monitor equipment health, generating alerts for abnormalities before failures occur. Predictive maintenance algorithms use historical data to predict when equipment might fail, allowing hospitals to intervene proactively.

Application areas:

  • HVAC system airflow monitoring
  • Electrical circuit performance analysis
  • Leak detection in plumbing systems

2.4 Mobile Work Order Management Solutions

Mobile apps connected to CMMS platforms enable technicians to receive tasks, log work, and close orders in real-time from the field. These apps improve response times and ensure accurate tracking of labor productivity.

Benefits:

  • Faster task assignment and completion
  • Real-time updates on work order status
  • GPS tracking to optimize technician dispatch
  • Higher quality data collection for future analysis

3. Optimizing Preventive Maintenance with Data-Driven Decisions

By systematically tracking the KPIs outlined above, hospital leaders can make data-driven decisions to optimize maintenance operations. Here are strategies to maximize PM efforts:

  1. Focus on Predictive Maintenance: Shift from reactive repairs to predictive maintenance by leveraging IoT sensors and historical data analysis. Predictive maintenance minimizes equipment downtime and extends asset lifespans.
  2. Benchmark and Continuously Improve: Use benchmarking data to compare hospital maintenance performance against industry standards. Regularly update KPIs based on emerging trends and technologies to remain ahead.
  3. Work Order Management System Under Control and Stable: Ensuring that your work order management system is under control and stable before implementing preventive and predictive maintenance prevents adding chaos to chaos.
  4. Foster Cross-Department Collaboration: Engage department heads to align maintenance schedules with operational needs. Collaboration between the maintenance and clinical departments ensures that critical systems remain functional without interrupting patient care.

Conclusion

Hospital CEOs, CFOs, COOs, and maintenance managers must adopt a strategic approach to preventive maintenance. Monitoring essential KPIs—such as MTBF, MTTR, PM/Pdm compliance, and schedule compliance—ensures the smooth operation of HVAC, electrical, plumbing, and janitorial systems. Modern technologies, including CMMS, IoT sensors, and BMS, play a pivotal role in tracking these metrics accurately. A proactive, data-driven maintenance strategy not only reduces operational disruptions but also enhances patient care and minimizes long-term costs.

Maintaining peak performance across all facility systems is essential in today’s competitive healthcare landscape. The right blend of metrics, tools, and collaborative processes can transform maintenance operations from a reactive function into a strategic advantage for hospital systems.

____

1The term “preventive maintenance” is used generically to include both time-based and condition-based maintenance.

2 SMRP Best Practices 6th Edition, p.209.


Ready to discuss your operational goals and challenges? We’re ready to listen. Give us a call at (860) 232-8577.

Share our content