9 Facility Management KPIs to Measure & Track

Two engineers wearing safety gear reviewing their facility management KPIs in their facility management software.

As a facility manager, you want to keep your facility running smoothly and efficiently. But to do this, you need to track performance. Facility managers must track broad-level data (such as overall facility functions and efficiencies) and granular data (such as individual assets). And they need to synthesize this extraordinary volume of information into actionable insights—facility management KPIs help.

If you’ve ever been confronted by a dense spreadsheet of numbers, you know there’s such a thing as too much data. Facility management KPIs are specific metrics designed to tell you how your facility is performing. These KPIs will tell you whether you’re moving in the right direction and help you identify critical gaps.

What Are Facility Management KPIs?

As previously mentioned, facility management KPIs (Key Performance Indicators) can help you determine how well your facility is functioning, identify areas for improvement, and make better, more informed decisions. These metrics provide information about your day-to-day operations and overall performance levels over time.

The goal of using Facility Management KPIs is to use them to guide your facility management strategy to become increasingly effective and efficient (continuous improvement), with the added benefits of reducing downtime, improving asset uptime and performance, and reducing operational costs. 

At-A-Glance: The Most Important Facility Management KPIs

Mean-time-to-repair (MTTR)

Mean-time-to-repair is an expression of how long it takes to repair an asset once it is down.

Ex. Formula:
Total Downtime Due to Repairs
Number of Repairs Completed

Work order quantity

Work order quantity tracks the number of work orders in the system.

Ex. Formula:
Total Number of Completed Work Orders
Total Number of Received Work Orders
X 100%

Work order velocity

Work order velocity is a metric that tracks how quickly work orders are resolved.

Ex. Formula:
Total Number of Completed Work Orders
Total Time Period

Work order completion

Work order completion details completion rates and can also be used to estimate work order backlog over intervals of time.

Ex. Formula:
Total Number of Completed Work Orders
Total Time Period

Reactive vs. predictive maintenance

Reactive vs. predictive maintenance tracks how many hours are spent on reactive maintenance vs. predictive maintenance—how predictive a system has become.

Ex. Formula (Reactive):
Reference MTTR

Ex. Formula (Predictive, Mean Time Between Failure):

Total Operational Time
Number of Failures

Routine vs. major maintenance

Routine vs. major maintenance tracks how much maintenance is routine and how much of it occurs due to imminent or extant system disruption—how disruptive the repairs are.

Ex. Formula (Routine):
Costs of Routine Maintenance
Total Maintenance Costs
X 100%
Ex. Formula (Major):
Costs of Major Maintenance
Total Maintenance Costs
X 100%

Utility costs and usage

Utility costs and usage are indicative of both asset expenses and asset performance, as systems may become less efficient over time or when in need of repair.

Ex. Formula: Energy (or Water) Intensity =
Total Operational Time
Number of Failures

Replacement part and labor costs

Replacement parts and labor costs show the true cost of maintenance and repairs—predictive systems reduce these costs by reducing emergency parts and overtime.

Ex. Formula:
Total Costs of Parts + Total Labor Costs

System or asset downtime

Perhaps one of the most important performance indicators, system and asset downtime tracks facility downtime and disruption.

Ex. Formula:
Total Downtime = Sum of All Downtime Periods

Tracking Your Facility Management KPIs

Your numbers aren’t useful if they aren’t accurate. You can use, for instance, a work order management system to track KPIs such as work order quantity, velocity, and completion. But if it isn’t integrated with an overall computerized maintenance management software (CMMS) system, you may not be able to tie these work order KPIs into your reactive vs. predictive maintenance or routine vs. major maintenance stats.

When tracking facility management KPIs, a few important things to note:

  • Data collection – Manual data collection is less accurate than automated data collection. Data synced in real-time is more valuable than data collected weekly, monthly, or even daily. 
  • Data accuracy – Data collected directly from machine-level sensors will be more accurate than data collected manually or through other third-party systems.
  • Data normalization – If data is collected from multiple sources, it has to be “normalized. “An easy example is bringing in temperature data from a system that reads Fahrenheit vs. a system that reads Celsius.
  • Data consolidation – Consolidated data can be analyzed holistically and is therefore more useful. If data is siloed within multiple software solutions, it’s difficult to analyze it as a whole.

A consolidated CMMS will automatically track and connect your facility management KPIs, so all you need to worry about is reading the reports.

Using and Analyzing Your Major KPIs

Once your data has been collected, it still has to be analyzed. LLumin uses artificial intelligence (AI) and analytics to analyze large sets of KPI data. Technology can analyze much larger sets of data than a person can.

As an example, your facility management software may be monitoring utility costs, meters, and usage. You have a sequence of pumps that run for about 5,000 hours before requiring routine maintenance, but you’ve noticed that some pumps need maintenance much faster than others, and you don’t know why.

A machine learning solution may use its monitoring data and determine that pumps tend to show increased electrical usage 500 hours before requiring routine maintenance. This new information won’t just provide you with an additional diagnostic tool but will also help you predict previously unexpected maintenance requests.

Optimizing Your Facility Management KPIs

As your facility develops new maintenance standards and predictive solutions, you should see your facility management KPIs steadily improve. Collecting your KPIs builds a baseline—it’s the trends over time that will reveal whether your new strategies are helping or hurting.

Of course, no system works the first time perfectly. As you build out your facility management KPIs, it’s important to understand that they may evolve. You may find that the KPIs you are using don’t track what you wanted them to track, or the data they collect just isn’t accurate. Have a system in place for optimizing and improving your facility management KPIs.

LLumin’s CMMS+ isn’t just software but also training and support so you can track and manage the KPIs most helpful to your facility and your industry. We help you every step of the way, so you avoid struggling with a new system all on your own. 

Track Your Facility Management KPIs With LLumin

LLumin’s CMMS+ is uniquely well-positioned to track your facility’s most important KPIs. By collecting real-time data and engaging in AI analysis, LLumin gives your company everything it needs to measure, track, and optimize efficiency.

LLumin’s benefits include:

  • Collecting comprehensive sensor-driven data directly from the facility’s equipment.
  • Analyzing collected data against historical data in real-time to provide timely insights.
  • Alerting maintenance and management regarding critical failures and proactive maintenance.
  • Scheduling and tracking preventative and predictive maintenance and repairs.

With our CMMS+, you can automate the tracking of your facility management KPIs—and analyze those KPIs for areas of improvement. Not only will you learn more about your organization’s assets, but you’ll gain genuine insights into how you can increase efficiency and your bottom line. 

So if you are looking for a cutting-edge CMMS+ accompanied by a seamless implementation process and an expert customer support staff, then LLumin is a perfect fit.

Getting Started With LLumin

LLumin develops innovative CMMS software to manage and track assets for industrial plants, municipalities, utilities, fleets, and facilities. If you’d like to learn more about the total effective equipment performance KPI, we encourage you to schedule a free demo or contact the experts at LLumin to see how our CMMS+ software can help you reach maximum productivity and efficiency goals.

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