Analytics: How to Use the Maintenance Pro Closed Requisitions Dashboard
The Closed Requisitions Dashboard gives procurement managers, fleet managers, and finance teams a comprehensive view of completed purchasing activity. It goes beyond simple counts — surfacing spend trends, vendor concentration, asset-level costs, parts pricing benchmarks, and cycle time analysis so you can understand not just what was purchased, but how efficiently and at what cost.
NoteThe default date range is This and Last 6 Months based on the requisition Created Date. All charts, totals, and tables reflect this window unless you change the filter. Use Reset Filters at the top to return to defaults at any time.
Dashboard Structure
The dashboard is organised into two tabs at the top — Open Requisitions and Closed Requisitions. The Closed Requisitions tab contains two analysis sections accessible via the banner near the bottom of the page:
Parts Cost Analysis — Benchmarks average part prices across vendors, assets, and divisions, and surfaces savings opportunities.
Requisition Cycle Time Analysis — Measures how long requisitions spend at each workflow stage, from creation through to delivery on asset.
Filters
All filters are on the right-hand panel and apply instantly across all visuals on the dashboard.
Filter | What It Does |
|---|---|
Part Category | Narrow to a specific category of parts (e.g. Diesel Fuel ULS, Engine Parts). Applies across all visuals including the Parts Cost Analysis section. |
Created Date | Sets the date window for all data. Default: This and Last 6 Months. |
PartName | Filter to a specific part name to drill into pricing and cycle time for that item across all vendors and assets. |
Asset | Focus on one or more vessels or assets to see their purchasing history and spend. |
OpenClosedStatus | Filters by requisition lifecycle status (e.g. closed, cancelled). Default shows all closed requisitions. |
VendorName | Isolate activity for specific suppliers to analyse their pricing, lead times, and volume. |
Dashboard Visuals — Overview Section
Monthly Spend Trend
A combination chart showing two metrics over time:
Price (bars) — Total spend on closed requisitions per month.
# Requisitions (line) — The count of closed requisitions per month.
Hover over any bar or point to see the exact values for that month. This is your first indicator of whether procurement volume and spend are trending up, down, or seasonally.
Example use: A spike in spend without a corresponding spike in requisition count may indicate a high-value single purchase or a price increase from a vendor worth investigating.
Spend by Vendor (Donut Chart)
A donut chart showing how total closed requisition spend is distributed across vendors. Each segment represents one supplier, with the value and percentage shown in the legend. Hover over any segment to see the full vendor name and their share of total spend.
The Others segment groups all remaining vendors — click it to see the full list and individual values.
Example use: If one vendor represents 74% of spend, that concentration may warrant a supplier risk review or contract renegotiation.
Requisitions by Asset
A bar chart showing closed requisition activity per vessel or asset. Toggle between two views using the buttons in the top-right corner of the chart:
# Requisitions — Count of closed requisitions per asset (default view, shown in green).
Total Spend — Total spend per asset (shown in purple/blue).
A horizontal scroll bar at the bottom lets you navigate across all assets if they don't all fit in view. Clicking a bar filters the entire dashboard to that asset.
Example use: Switching to Total Spend may reveal that a vessel with few requisitions actually accounts for disproportionate spend — a signal worth investigating.
Parts Cost Analysis Section
Scroll down and click PARTS COST ANALYSIS in the banner to access this section. It answers the question: "Are we paying the right price for the parts we buy?"
Avg Parts Price By (Pivot Table)
A cross-tab table showing the average price and average lead time (in days) for each part, broken out by the selected grouping. Use the toggle buttons to change the column grouping:
Vendor — Columns are vendors. See what each supplier charges for each part on average, and how quickly they deliver.
Asset — Columns are vessels/assets. Compare average prices paid per asset for the same part.
Division — Columns are divisions. Compare procurement costs across operational divisions.
Vendor & Division — Columns are vendors nested within divisions. The most granular view for benchmarking.
Use the Part Category dropdown in the top-right to filter the table to a specific category of parts. The table is paginated — use the page controls below to navigate (e.g. 6,142 results across 308 pages in the Vendor view).
Example use: Select a specific part from the PartName filter, then switch to the Vendor view to compare average prices charged by each supplier side by side. The cheapest vendor with the shortest lead time is your benchmark.
Parts – Rate Ranking
A detailed table ranking every part-vendor-division combination by average price. Columns include:
PartName — The part being purchased
Division — The division that purchased it
VendorName — The supplier
Avg Price — Average price paid for this part from this vendor in this division
Total Quantity — Total quantity purchased
Total Price — Total spend on this combination
Rank — Price rank for this part, with Rank 1 being the lowest (best) price
Avg Lead Time — Average days from order to receipt for this combination
Savings Opportunity by Part
A table identifying parts where significant price variance exists across vendors — indicating a potential saving if the cheapest source is used consistently. Columns include:
PartName — The part with a price gap
Avg Price — The fleet-wide average price paid
Low Price — The lowest price achieved for this part
High Price — The highest price paid
Variance — The percentage spread between low and high price
Saving Potential — Estimated savings if all purchases were made at the lowest available price
The Saving Potential column is sorted in descending order by default — the biggest opportunities appear at the top.
Example use: Diesel Fuel ULS shows a 106.7% variance and $1.35M in saving potential — a clear signal to standardise procurement through the lowest-cost supplier where operationally feasible.
Requisition Cycle Time Analysis Section
Click REQUISITION CYCLE TIME ANALYSIS in the banner to access this section. It answers: "How long does it take to get a part from creation to delivery on the vessel?"
Average Days by Status
A stacked horizontal bar chart showing the average number of days requisitions spend at each workflow stage across the full lifecycle:
New — Days spent in the New stage before being actioned
Confirmed — Days in Confirmed status
Ordered — Days between order placement and shore receipt
Received On Shore — Days waiting at shore before being dispatched to the vessel
Awaiting Approval — Days held pending approval
Received On Asset — Days from shore receipt to final delivery on board
Hover over any segment to see the exact average days and the percentage it contributes to total cycle time.
Example use: If "Received On Asset" accounts for 61% of total cycle time (115 days), that signals the bottleneck is in last-mile delivery to the vessel, not in procurement processing.
Average Days by Month
A stacked bar chart showing how total cycle time and its stage breakdown have changed month by month. Each bar represents one month, with stages colour-coded consistently with the Average Days by Status chart above. The total average days is shown at the top of each bar.
This chart reveals whether cycle times are improving, worsening, or seasonally affected over time.
Example use: A total average of 327 days in May 2025 dropping to 28 days by May 2026 would indicate a significant process improvement, or a change in the types of requisitions being processed.
Average Days by Division
A matrix (heatmap) showing average cycle time at each workflow stage, broken down by division. Cells are colour-coded — darker orange indicates longer average days. This makes it easy to spot which divisions have the longest delays at any given stage.
Example use: If one division shows 364 days in "Received On Asset" while others are at 30–50 days, that division may have logistical or operational issues worth investigating.
Vendor Lead Time Comparison
A bar chart ranking vendors by their average lead time (in days) from order to receipt. This helps procurement teams identify slow suppliers and make informed decisions about preferred vendor selection.
Example use: If a vendor consistently shows 278-day lead times versus an industry baseline of 30–60 days, it may be worth sourcing those parts elsewhere or managing expectations on order timing.
How to Use the Dashboard
Start with the Monthly Spend Trend to get a high-level read on procurement activity and spending patterns across the selected period.
Review Spend by Vendor to understand supplier concentration. Hover over segments to see exact values. Use the VendorName filter to isolate a specific supplier.
Switch the Requisitions by Asset chart to Total Spend view to identify which vessels are driving the most procurement cost — this view often tells a different story than the count view.
Scroll to Parts Cost Analysis to benchmark pricing. Use the Avg Parts Price By toggle to compare vendors, assets, or divisions. Apply the PartName filter to focus on a specific item.
Review the Savings Opportunity table — sort by Saving Potential to identify the highest-impact parts where procurement standardisation could reduce costs.
Switch to Requisition Cycle Time Analysis to understand where time is being lost in your procurement process. Start with Average Days by Status to identify the biggest bottleneck stage.
Use Average Days by Division to pinpoint whether specific divisions are experiencing longer cycle times than others, and investigate root causes.
Check Vendor Lead Time Comparison to flag slow suppliers and inform future vendor selection decisions.
Use the Part Category or PartName filters to focus the entire dashboard on a specific type of part or item when doing targeted procurement reviews.
Notes on the Data Presented
The default date range is This and Last 6 Months based on the requisition Created Date. Closed requisitions created outside this window will not appear unless the filter is adjusted.
Prices shown are the requisition line item prices as recorded in Helm CONNECT. They may differ from final invoiced or contracted amounts.
Cycle time calculations (Average Days by Status) measure the time spent at each individual status stage, not the total elapsed time from creation to closure.
The Saving Potential in the Savings Opportunity table is a theoretical maximum based on the lowest historical price — it assumes all volume could realistically be sourced from the cheapest vendor, which may not always be operationally feasible.
Lead times in the Vendor Lead Time Comparison reflect average days from order placement to shore receipt, not to delivery on the vessel.
The Open Requisitions tab (accessible at the top of the dashboard) provides a view of requisitions still in progress. Use it to manage active procurement activity.