A maintenance maturity assessment shows where your operation stands today and what to focus on next.
Score your team’s habits across People, Process, Data, and Technology to spot the small changes that drive the biggest gains. Use this scorecard to move from firefighting to controlled, planned work.
Inside this article, you'll find a 25-question scorecard that helps you:
- Calculate your maintenance maturity score.
- Identify which of the five levels you’re in.
- Pinpoint gaps in People, Process, Data, and Technology.
- Get a 90-day plan to move up one level.
This process is a foundational part of building a strong maintenance maturity model.
How the Assessment Works
Here’s how to use the scorecard for a quick self-assessment. For each of the 25 statements below, give your team a score based on how consistently you’re actually doing the task.
Scoring Scale
0 = No / Rarely
The activity doesn't happen or is completely ad-hoc.
1 = Sometimes / In Progress
The activity happens inconsistently, or you’re just starting to implement it.
2 = Consistent and Measured
The activity is a standard, repeatable part of your workflow, and you can track its results.
The max score is 50 points. Once you have your total, see where you land:
- 0–10: Level 1 – Reactive
- 11–20: Level 2 – Preventive
- 21–30: Level 3 – Condition-Based
- 31–40: Level 4 – Predictive
- 41–50: Level 5 – Prescriptive
- People
- Process
- Data
- Technology
The 25-Question Maintenance Maturity Scorecard
For each statement, pick a score: 0, 1, or 2. And be honest. A true score is the fastest way to find your next win.
People (6 Items)
1. Supervisors and technicians agree on priorities each week through a short stand-up meeting or a similar check-in.
2. Technicians use work order software to record their time and completion notes for every job on the same day it’s finished.
3. The team uses mobile CMMS software during jobs to update status and notes, not later at a desk.
4. New hires receive a standard operating procedure (SOP) for creating and closing work orders.
5. There is a weekly review meeting with clear actions to start, stop, or change something in your process.
6. Training covers safety steps inside job plans or checklists.
Process (7 Items)
7. All maintenance requests enter the system through a single intake method (a portal, email, or form), not through random texts or conversations.
8. Work orders include clear priorities and due dates.
9. A preventive maintenance program schedules tasks based on time or usage. Maintenance PMs are visible on a shared calendar.
10. Standard maintenance checklists exist for common jobs and are attached to work orders.
11. The maintenance backlog is reviewed weekly, and any overdue work gets re-planned with a reason noted.
12. Critical CMMS spare parts are kitted for jobs with a simple pick-and-issue step.
13. Purchasing uses a simple purchase order software with a set flow for ordering common spares, from request to PO.
Data (6 Items)
14. Assets have unique IDs, locations, and criticality levels recorded in a central system.
15. Failure codes (cause and action, at a minimum) are used when closing out corrective work orders.
16. Meter readings or condition data are logged where they exist, either by hand or from sensors.
17. PM compliance is tracked, and any missed PMs trigger an automatic follow-up.
18. Stockouts are recorded, and min/max levels are set for important spares.
19. Dashboards or weekly reports show backlog weeks and Mean Time To Repair (MTTR) for important assets.
Tech (6 Items)
20. The team uses a mobile CMMS for work orders and checklists.
21. Using QR code equipment maintenance labels on priority assets and storeroom bins is standard practice.
22. Automated alerts or notifications are set up for urgent work or when thresholds are passed.
23. A digital calendar or scheduler is used to balance the team’s work for the week.
24. Simple automations are in place, like a meter reading that automatically triggers a work order.
25. The system has exportable reports for downtime, PM compliance, and parts usage.
Add Up Your Score
Time to tally it up. Add the points from all 25 items to get your total out of 50.
Don't forget to add up the sub-scores for People, Process, Data, and Tech - this will show you exactly which areas need the most attention.
- 0–10 Points: Level 1 – Reactive
- 11–20 Points: Level 2 – Preventive
- 21–30 Points: Level 3 – Condition-Based
- 31–40 Points: Level 4 – Predictive
- 41–50 Points: Level 5 – Prescriptive
Your Level and Next Steps
Find your score below to see where you are right now and get a 90-day plan to move up.
Level 1 – Reactive (Score: 0–10)
Your team is probably constantly firefighting. The first step is just to get organized.
- Start here - Get all your work into one place, create the first 10 PMs for your top assets, and have technicians log their time when they close out a job.
90-Day Actions
Weeks 1–2 Set up one intake method for all requests. Set priorities and hold a 10-minute daily work order review.
Weeks 3–6 Build your first time-based and usage-based PMs. Create basic maintenance checklists for them.
Weeks 7–12 Add your most important spares to a digital inventory with min/max levels. Set up a simple purchase order flow.
Level 2 – Preventive (Score: 11–20)
You’ve got a basic preventive maintenance plan, but it’s probably a bit inconsistent. The next step is to tighten up your processes and get better data.
- Tighten up - Add checklists to more jobs, measure PM compliance, and make mobile a part of your team's daily routine.
90-Day Actions
Weeks 1–2 Attach checklists to your 10 most common jobs. Use a scheduler to plan the week ahead.
Weeks 3–6 Enforce mobile closeout for all work orders. Start tracking PM compliance with a simple weekly report.
Weeks 7–12 Clear all overdue work orders. Standardize the use of cause-and-action notes at closeout.
Level 3 – Condition-Based (Score: 21–30)
You're starting to use data to make decisions, which is great. Now it's time to automate and scale what's working.
- Advance - Add meters and inspection routes, require failure codes on closeout, set up automated alerts, and start kitting parts for recurring jobs.
90-Day Actions
Weeks 1–2 Add meter readings and digital inspection forms for key assets. Define alert thresholds.
Weeks 3–6 Configure alerts to automatically create work orders. Require failure codes at closeout.
Weeks 7–12 Roll out QR codes on important assets and storeroom bins. Kit parts for all planned work.
Level 4 – Predictive (Score: 31–40)
Your team is data-driven and proactive. The goal now is to really dial in performance and prove your value.
- Scale up - Lock in weekly review meetings, try one new predictive use case per quarter, and show the value of saved downtime with a CMMS ROI.
90-Day Actions
Weeks 1–2 Stand up a live maintenance dashboard. Schedule a non-negotiable 30-minute weekly review.
Weeks 3–6 Define a clear workflow for alerts, from trigger to work order to closeout. Set up automated routing.
Weeks 7–12 Pilot one predictive use case (e.g., vibration analysis on a critical motor). Estimate the avoided downtime.
Get started - See how CMMS supports maturity growth at this level.
Level 5 – Prescriptive (Score: 41–50)
You're operating at a top-tier level. Your focus is all about continuous refinement and letting automated rules make more of the decisions for you.
- Refine - Automate business rules, integrate your CMMS with ERP or BI tools, and track the value delivered each month.
Suggested Actions
Here’s what to try - Start with one automated rule (e.g., if a certain failure code appears three times in 90 days, automatically generate a root cause analysis work order).
Add approval workflows based on cost or asset criticality. Check the results monthly, and if it works well for two cycles, expand your rules.
Make Reassessment Part of the Routine
This assessment isn't a one-and-done thing. Use this scorecard to check in with your team every quarter. It's a simple way to track progress, celebrate wins, and spot the next bottleneck you need to clear.
Put a 30-minute weekly review on the calendar to look at the data and update your plans. A regular CMMS audit can also serve as a helpful checkpoint.
Assessing Your Maintenance Maturity Assessment FAQs
1. How long does this assessment take?
About 10 minutes for a first pass if you answer honestly.
2. Should I score with my team?
Yes. Score with a supervisor and at least one technician to get a real picture of what’s happening versus what people think is happening. Use this same scorecard to guide the conversation.
3. Do I need a CMMS first?
No. You can start without one, but you’ll quickly see that CMMS software makes capturing data and following up on actions faster and more consistent.
4. What if we’re between two levels?
That’s common. Use the four sub-scores (People, Process, Data, Tech) to see your weakest area and pick your next 90-day plan.
Take the Next Step with Zoidii
Book a Free Tour to see Work Orders, PMs, Meters, Dashboards, and Automations in action. Start a Free Trial and get hands-on experience and cut stockouts while speeding up closeouts.
