What is in the backlog, and how old is it?
Ageing by priority, area, and trade, with the work that has been waiting on parts separated from the work waiting on a decision. Those two need different people to clear them.
Backlog ageing, PM compliance, breakdown history, and the constraint jobs — in one weekly pack
Maintenance and Reliability Reporting That Planners Actually Use
The CMMS holds the work orders. The planner holds the spreadsheet that makes them readable. We build the dashboard that removes the second step, so the weekly planning meeting starts from a backlog everyone can see rather than one person's export.
Backlog ageing and priority definitions agreed with the planners
Planned versus reactive tracked as a ratio, not an anecdote
Constraint jobs surfaced before the schedule is locked
Service command deck
Maintenance and Reliability Reporting That Planners Actually Use
Insights changing live
Starter range
$400-$1k
Backlog ageing and priority definitions agreed with the planners
Designed for faster decisions and cleaner execution from week one.
Maintenance and reliability
The weekly operating view, not another chart wall.
Maintenance reporting fails when it produces a backlog count without a decision. This is the shape we build: the trend, the jobs that constrain next week, who owns each one, and what has to happen before planning closes.
Book the Reporting Friction AuditWeekly operator pack
Monday action rhythm
PM compliance
93%
+5 pts
Backlog > 90 days
42
12 critical
Planned work
71%
target 75%
Planner report prep
5.5h
removed / week
Exceptions with owners
3 require follow-upConstraint jobs
Due this weekOwner: Maintenance Planner
Confirm parts and access for the top five before Friday
Statutory PM overdue
At riskOwner: Reliability Engineer
Reschedule the two overdue routines and record the reason
Repeat failures
In progressOwner: Maintenance Supervisor
Raise a defect elimination review on the recurring pump fault
Weekly meeting flow
- 1.Check trusted KPI movement
- 2.Review exceptions and owner actions
- 3.Approve the weekly summary pack
- 4.Carry actions into next week’s rhythm
What the weekly maintenance pack should answer on its own
Planning meetings lose time to rebuilding the picture. These views are the ones that usually justify the first sprint.
Are we actually compliant on preventive work?
PM compliance by routine and by asset class, with statutory and safety-critical routines shown separately from discretionary ones — because a blended compliance figure hides the routines that matter.
How much of our week is reactive?
Planned versus reactive as a tracked ratio over time, by area. The trend is the useful part; a single month tells you almost nothing.
Which assets keep failing?
Breakdown history, MTBF, and MTTR by asset and failure mode, so defect elimination effort goes where the repeat cost is rather than where the last incident was.
What is constraining next week's plan?
The jobs blocked on parts, access, permits, or a decision — surfaced before the schedule locks rather than discovered on the day.
Are we ready for the shutdown?
Work-pack readiness, materials status, labour coverage, and close-out progress against the shutdown window, updated as the date approaches.
What we build the reporting from
Maintenance data is usually complete but hard to read. The first sprint works from the CMMS you already run, plus the spreadsheets that fill its gaps.
No system replacement is required to start. The first sprint works from the access you already have — exports, extracts, or a read-only connection — and integration is scoped only once the reporting has proved worth automating.
- SAP PM, Maximo, Pronto, MEX, or another CMMS export
- Work order, notification, and defect records
- Preventive maintenance schedules and compliance history
- Materials, spares, and purchase order status
- Shutdown work packs and readiness trackers
- Condition monitoring and inspection results
- Contractor scopes, progress claims, and handback records
- Planner spreadsheets — often the most accurate source on site
Scope, outcomes, and pricing
Decision framework built for confident buying
Clear outcomes, practical scope, and pricing you can plan around.
Outcome framing
Backlog that can be worked
Ageing, priority, and blocking reason are visible together, so backlog reviews produce assignments instead of a count.
Compliance visible early
Statutory and safety-critical routines are tracked against due date, not discovered overdue at audit.
Planner time returned
The weekly export-and-format cycle is replaced by a scheduled refresh, and planners spend the time planning.
Repeat failures get named
Failure history is aggregated by asset and mode, which is what turns anecdote into a defect elimination case.
Scope clarity
- Backlog, priority, and compliance definitions agreed with planners
- CMMS export or read-only connection plus one supporting source
- Backlog ageing, PM compliance, and planned-versus-reactive views
- Breakdown history with MTBF and MTTR by asset class
- Weekly maintenance review pack with exception list and owners
- Refresh schedule, access roles, and documented handover
Pricing signals
Indicative ranges help planning. Final pricing is based on complexity, integrations, and delivery pace.
Starter
$400-$1k
1-2 weeks
One view — usually backlog ageing or PM compliance — built from an existing CMMS export.
Scope this sprintMost chosen
Business Core
$1k-$5k
3-6 weeks
The full weekly pack: backlog, compliance, planned/reactive, failure history, and the constraint list.
Scope this sprintConnected
$5k+
6 weeks+
Automated CMMS feed, shutdown readiness reporting, and a governed model across sites.
Scope this sprintTrust modules
Delivery model
Sprint first
One reporting question proved before CMMS integration is committed to.
CMMS access
Read-only
Reporting reads work orders. It does not write back or change your maintenance system.
Built with planners
Definitions first
Priority and compliance rules are agreed before the build, because that is where the disputes live.
Closest proof routes
FAQ support
Frequently asked questions
Clear answers on timeline, investment, and delivery scope.
Which maintenance systems can you report from?
SAP PM, Maximo, Pronto, MEX, Fiix, and similar systems are all common starting points, and so are the spreadsheets that sit beside them. What matters is not the system name but whether work orders carry a consistent status, priority, and completion date. If they do not, cleaning that up is part of the first sprint.
Will the dashboard write back into our CMMS or change work orders?
No. Everything we build reads from the maintenance system. Work orders are still raised, updated, and closed in the CMMS by the people who own that process. The dashboard makes the state of that work visible; it does not become a second place to manage it.
Our backlog is huge and nobody trusts the priority field. Where do you start?
Usually with ageing rather than priority. Ageing is calculated from dates the system records reliably, so it produces a trustworthy first view even when priority coding is inconsistent. Fixing the priority definitions is then a decision the planners make with better information, and the dashboard is rebuilt around the agreed rules.
Can you report preventive maintenance compliance separately for statutory routines?
Yes, and we would recommend it. A single blended PM compliance percentage is one of the least useful numbers in maintenance reporting, because it lets discretionary routines mask overdue statutory ones. Separating statutory, safety-critical, and discretionary work is usually the first change we make to an existing compliance report.
Do you cover shutdown and outage reporting?
Yes. Shutdown readiness — work-pack status, materials, labour coverage, permits, and close-out progress against the window — is a common extension in the Connected tier. It is generally scoped after the routine weekly reporting is stable, because shutdown reporting depends on the same underlying work-order data being reliable.
How is this different from the SAP work management dashboards page?
Same reporting discipline, narrower system. The SAP page covers the specifics of PM/MM, notifications, and SAP data access. This page covers maintenance and reliability reporting regardless of which CMMS you run. If your work orders live in SAP, start there; if they live anywhere else, start here.
How long before planners see something useful?
One to two weeks for a single view built from an existing export. Three to six weeks for the full weekly pack. The main variable is how much agreement is needed on priority and compliance definitions, which is a planning conversation rather than a technical one.
Other reporting areas
Most sprints start in one area and extend into the next once the weekly rhythm holds.
Financial reporting dashboardsCashflow, margin, debtors, and budget-versus-actual in one monthly pack leadership can sign off.Production performance dashboardsThroughput, downtime, yield, and shift performance against target, by line and by crew.Revenue and margin by jobWhich jobs, clients, and crews make money once labour, materials, and rework are counted.Compliance and training reportingTickets, VOCs, inductions, and statutory routines with expiry visible before the audit.SAP work management dashboardsSAP PM/MM work orders, notifications, shutdown readiness, and contractor execution.
Proof, industries, and delivery
Where this reporting has been built before, and the industries it fits most directly.
Dashboard / Reporting SprintThe parent sprint: audit, build, then the weekly operating rhythm.SAP work management dashboardsThe same reporting for teams running SAP PM and MM.Mining and resources fitAsset tracking, FIFO crews, and heavy equipment reliability reporting.Manufacturing industry fitWhere maintenance reporting meets production and quality data.
Send the current backlog report. We will map what it hides.
The Reporting Friction Audit starts from the CMMS export or planner spreadsheet you use today, and returns a friction map plus a 30-day fix path before any dashboard is scoped.
No commitment required. We will help you pick the right first sprint before any build commitment.