Analytics: How to Use the Maintenance Pro Closed Dashboard

Controls and Filters at the Top

The filters at the top of the dashboard allow you to customize the data view based on timeframes, divisions, assets, components, and more.

• Open/Closed Toggle
  Switch between Open and Closed maintenance items. This guide focuses on the Closed view, which tracks completed checklists.

• Critical Systems Filter
  Analyze the percentage of maintenance performed on critical systems, helping you prioritize high-impact work.

• Timeframe Filter
  The default view shows data from the past 12 months, but you can adjust to specific periods, such as the last two quarters.

• Component and Asset Filters
  Drill into divisions, assets, or component types to narrow your focus and reveal performance gaps at various organizational levels.

• Frequency Visual
  Limit the analysis to checklist frequency types like daily, weekly, monthly, or running hours, helping you differentiate between routine and interval-based maintenance.

• Overdue Category Toggle: Split vs. Grouped
  Use this control to display overdue items in three separate categories (Split) or as a single consolidated band (Grouped), depending on the granularity of insight you want.

KPIs at a Glance

At the top of the dashboard, you'll find key performance indicators (KPIs) for Closed Maintenance:

• Number of Completed Checklists

• % Completed On Time (completed before or at their due interval)

Visual Analysis

The dashboard provides visual insights into your maintenance performance:

• Percentage Overdue by Timeframe
  Overdue checklists are classified into 4 tiers based on how far past their interval they were completed:

  • Dark Green (On-Time) - Completed before the due date.

  • Light Green (<10%) – Slightly late, still close to on time.

  • Yellow (10–20%) – Moderately overdue.

  • Red (>20%) – Substantially overdue.

  These percentages are calculated based on the interval type (e.g., hours, days). For example, a 500-hour checklist completed at 560 hours is 12% overdue.

• Completion Timelines
  Track performance trends over time. You can drill into divisions, assets, or component types, and the timeline adjusts accordingly.

• Crew Performance
  Visualize each crew member’s completion rate and timeliness, offering accountability and coaching opportunities.

• Asset Comparisons
  Compare asset performance using:

  • On-time vs. overdue completion rates

  • Number of checklists completed

  • Tasks-per-Checklist ratio (planned vs. unplanned maintenance)

Component Hierarchy

The dashboard uses a leveled component tree to organize data:

• Level 1 Components – Broad systems like propulsion or electrical.

• Level 2 Components – More granular breakdowns, such as port main engines or generators, depending on how your component structure is configured.

You can group and filter data at any level for targeted analysis.

Additional Metrics

• Tasks Per Checklist
  Evaluate the balance between unplanned maintenance (tasks) and planned maintenance (checklists). A higher ratio may indicate reliability issues.

• Frequency Analysis
  Filter to specific checklist types (e.g., Running Hours, Daily) to assess performance across different maintenance schedules. This helps surface discrepancies—like great daily checklist compliance but poor long-interval maintenance.

How to Use the Dashboard

Step 1: Apply Filters

• Choose a timeframe (e.g., 12 months, last 2 quarters).

• Select specific divisions, components, or assets.

• Enable the Critical Systems filter to analyze high-priority systems.

Step 2: Review KPIs

• Quickly gauge checklist volume and performance.

• Understand your team's on-time percentage and overdue breakdown across three severity bands.

Step 3: Drill Into Trends

• Use the Completion Timeline to explore performance over time.

• Click on a division, asset, or component type to refine the view.

Step 4: Analyze Crew and Asset Performance

• Crew View: See who’s completing maintenance and how timely they are.

• Asset View: Compare different vessels based on how many checklists they completed and how timely they were.

Step 5: Use the Frequency Filter

• Toggle to specific intervals like Running Hours to focus on long-range, condition-based maintenance.

• Evaluate whether items like oil changes or 500-hour services are consistently late.

Step 6: Adjust and Re-Filter as Needed

• Use filters on the right-hand side to fine-tune your focus:

  • Specific vessels or asset groups

  • Date ranges

  • Exclude routine checklists (e.g., omit “72-hour generator swaps”)

Notes on the Data Presented

• Overdue Calculations
  Overdue status is calculated based on percentage of the checklist’s interval (e.g., days or hours). New logic splits overdue into:

  • <10% (light green)

  • 10–20% (yellow)

  • >20% (red)

• Blank Records
  Gaps in the timeline indicate no completed maintenance in that period—not missing data.

• Component Hierarchies
  Components are arranged in leveled trees. A starter might roll up to a port main engine, which belongs to propulsion.

• Data Skewing
  Be cautious when interpreting percentages. A vessel with only 2 checklists might show 100% on-time performance, which doesn’t hold the same weight as one with 140 checklists at 85%.

• Crew vs. Asset View Toggle
  Use this toggle to switch between people- and vessel-focused performance views.

Best Practices

• Regularly refresh your filters to maintain a current view.

• Use KPI bands to quickly identify where your team is falling behind.

• Drill into low-performing assets or crew for follow-up.

• Apply the frequency toggle to focus on meaningful maintenance intervals.

• Exclude non-critical or overly repetitive checklists to avoid data noise.