How to Use the Maintenance Pro Open Dashboard – Helm Operations

The Maintenance Pro Open Dashboard provides an efficient way to monitor active and upcoming maintenance routines. This guide outlines the dashboard’s features, controls, visuals, and best practices to help you maximize its functionality.

Key Features

Top-Level Metrics and Toggles

At the top of the dashboard, you’ll find toggles and key metrics:

Summary Metrics

Total number of open checklists.
Percentage of overdue items (highlighted in red for visibility).
Breakdown of upcoming items by due dates (for example, overdue, due today, within 7 days, within 30 days, and beyond).
Percentage of items tied to critical systems vs. non-critical systems.
"N/A" indicates items not linked to a specific component (for example, general inspections).

Open/Closed Toggle

Switch between open and closed maintenance and inspection checklists. This guide focuses on the Open Maintenance view.

Dynamic Breakdown and Categorization

The dashboard allows for flexible categorization of maintenance checklists:

Group by Division: See data organized by operational divisions.
Group by Asset: View maintenance grouped by individual assets.
Group by Component Type: Focus on specific system categories (e.g., engines, generators).
Leveled Components: Use Level 1 and Level 2 hierarchy to analyze maintenance at different levels, for example, Propulsion (Level 1) > Port Main Engine (Level 2) > Gauges (subcomponents). You can also view KPIs and overdue percentages at any level.

Checklists by Frequency

On the right side, checklists are categorized by their frequency:

Cumulative Readings (Running Hours): Instantly filter data based on operational hours.
Time-Based Maintenance: View checklists scheduled daily, weekly, monthly, quarterly, etc.

Detailed Insights and Overdue Tracking

Scrolling down through the dashboard will reveal additional details.

Checklist Details

Checklist descriptions, due dates, current status (on-time or overdue), and assigned individuals.
Frequencies and thresholds (e.g., "due every 500 hours").

Overdue Metrics

Negative hours indicate how far past due a checklist is.
Overdue items are flagged prominently.

Assigned To

See who each checklist is assigned to and their overdue percentages.
Compare overdue metrics across the fleet and against the fleet average.

How to Use the Dashboard

Here are some things you can do with the dashboard.

Step 1: View by Frequency

Use the right-side panel to focus on specific checklist frequencies (e.g., running hours or quarterly checklists).
Click on a frequency type to filter the dashboard and narrow your analysis.

Step 2: Click to Filter

Interact with the visuals to drill down further:

Select a specific category (for example, overdue items for engines).
View detailed checklist breakdowns, including descriptions and due dates.

Step 3: Use the Assigned To Checklist View

Identify who is assigned to each checklist and their current on-time/overdue rates.
Track accountability and address overdue maintenance.

Step 4: Select Filters

Use the filters at the top of the dashboard to customize your view:

Choose from available categories (division, asset, component type, etc.).
Select a time frame (for example, overdue, due in less than 7 days).

Step 5: Review the Summary Metrics

Start with the top-level summary:

Note the total number of open checklists and their overdue percentages.
Review the breakdown of checklists by due dates.
Identify critical system components for prioritization.

Step 6: Group by Hierarchy

Use the leveled component hierarchy to analyze maintenance at system or subcomponent levels. For example, analyze propulsion vs. individual engines within the system.

Notes on the Data Presented

Overdue Calculations

Overdue checklists are counted once, even if they are repeatedly missed. For example, a daily checklist missed for two weeks counts as one overdue item.
Negative hours indicate the extent of overdue maintenance.
We currently base the determination of overdue on the due date. This means for templates that have a grace period defined, the calculations here are effectively not considering any grace period. Future iterations of the dashboard may incorporate a more nuanced consideration of this feature.

Missed Instances

We are not counting repeated missed instances more than once. For example, if you have a daily checklist that has been missed for two weeks, it will count as one in the dashboard, not fourteen.

Dynamic Filters and Hierarchies

Leveled components allow for nuanced analysis of systems and subsystems.
Custom frequencies group intervals logically to enhance visibility.

Fleet Averages and Comparisons

Fleet-level metrics provide context for individual asset performance. Use fleet averages to benchmark overdue percentages.
Items without due dates are included in the overall calculations as they are open checklists or inspections that should be completed. However, as they do not have a due date, they are counted as being “on time.”

Best Practices

Regularly update filters to ensure you’re focusing on the most relevant checklists.
Use KPIs and overdue metrics to prioritize maintenance efforts.
Leverage leveled components and frequencies for targeted insights.
Assign maintenance checklists to specific individuals to improve accountability and visibility.
Monitor fleet averages to identify outliers and address gaps in performance.

By following these steps and utilizing the features of the Open Maintenance Dashboard, you can efficiently track and manage active maintenance checklists, reduce overdue items, and maintain fleet health.

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