Maintenance management is an evolving field that increasingly relies on data to ensure equipment runs smoothly and efficiently. One critical approach to modern maintenance is Usage-Based Maintenance (UBM), which tailors maintenance activities based on actual equipment usage rather than a fixed schedule.
This strategy enhances asset reliability, reduces downtime, and optimizes maintenance resources.
This article will explore the principles behind usage-based maintenance, its benefits, and how a Computerized Maintenance Management System (CMMS) can help track and manage it effectively.
Maintenance managers looking to implement usage-based maintenance will find this guide useful for better understanding how data-driven maintenance can revolutionize maintenance operations.
What is Usage-Based Maintenance?
Usage-based maintenance (UBM) is a proactive preventive maintenance strategy in which the timing of maintenance tasks is determined by monitoring the actual usage of equipment or assets.
Rather than following a calendar-based schedule, also called time-based maintenance (where technicians perform maintenance after a set number of days, weeks, or months), usage-based maintenance triggers maintenance based on measurable data such as runtime hours, cycles, mileage, or other key usage indicators.
For example, rather than servicing a machine every six months, a usage-based strategy might trigger maintenance after the machine has operated for 500 hours or completed 1000 cycles. This approach ensures that maintenance occurs only when necessary, based on actual wear and tear, reducing the risk of over-maintenance or under-maintenance.
Key Elements of Usage-Based Maintenance
- Meter Reading Data Collection: Technicians regularly record meter readings on the asset.
- Real-Time Data Collection: Sensors or monitoring devices compile real-time usage data for automatic meter reading data collection, providing up-to-date insights into equipment usage.
- Flexible Maintenance Intervals: Rather than fixed schedules, UBM allows for dynamic maintenance intervals that adjust based on the equipment's actual condition and usage.
- Optimized Maintenance Resources: Since technicians only perform the maintenance when necessary, maintenance managers can allocate resources more efficiently, minimizing downtime and labor costs.
Benefits of Usage-Based Maintenance
- Increased Equipment Reliability: By servicing equipment based on actual usage patterns, UBM reduces the likelihood of unexpected breakdowns. This leads to greater asset uptime and fewer unplanned maintenance tasks.
- Cost Savings: UBM can reduce the cost of maintenance in several ways. It prevents unnecessary maintenance tasks from being performed in a time-based system. It also minimizes emergency repairs, typically more expensive than scheduled maintenance.
- Longer Asset Lifespan: By maintaining equipment only when needed, UBM reduces the chances of over-maintenance, which can result in premature wear. Optimized maintenance helps extend the life of assets.
- Better Resource Allocation: Maintenance teams can allocate their time and resources more effectively, focusing on equipment needing attention. This also improves the planning of spare parts and tools, reducing inventory costs.
- Improved Safety: UBM helps ensure that equipment is maintained before a failure occurs, which enhances the safety of workers and operators by reducing the risk of hazardous equipment malfunctions.
How to Implement Usage-Based Maintenance
Implementing UBM requires careful planning and the right technological tools to capture and analyze usage data. Below is a step-by-step guide for maintenance managers transitioning to a usage-based strategy.
1. Identify Critical Assets
Start by identifying which assets would benefit most from UBM through an asset criticality analysis. High-value or high-use assets, such as manufacturing equipment, vehicles, engines, or HVAC systems, are typically prime candidates. Focus on assets where operational efficiency and uptime are crucial to the business.2. Set Usage-Based Thresholds
Establish maintenance thresholds based on the manufacturer's recommendations or historical performance data. For example, most vehicles come with both time- and usage-based triggers—every 10,000 miles or 1 year, whichever comes first. In this case, the 10,000 miles is the usage-based trigger. Over time, you can fine-tune these thresholds based on actual performance and wear data.3. Integrate with a CMMS
A key component of any successful UBM program is a Computerized Maintenance Management System (CMMS). A CMMS helps manage and analyze this data, ensuring maintenance tasks are generated automatically based on equipment usage, not just the calendar.4. Analyze Data and Adjust
Continuously monitor the collected data and adjust your maintenance schedules as necessary. Over time, you can optimize your thresholds and maintenance tasks based on the equipment's performance and wear patterns.Optional: Install Usage Monitoring Devices
To automate the meter reading collection process, equip critical assets with sensors or monitoring devices that can track their usage. For example, industrial machines may have sensors that track operational hours, motor revolutions, or cycles completed. Vehicles might have mileage counters or engine-hour meters.Role of CMMS in Usage-Based Maintenance
A Computerized Maintenance Management System (CMMS) is vital in implementing usage-based maintenance. With a CMMS, it is easier to manage the large amounts of data that UBM requires and to effectively track and schedule maintenance tasks based on that data. Here's how a CMMS helps in managing usage-based maintenance:
1. Data Collection and Integration
System administrators can configure the CMMS to trigger meter reading collection activities regularly. Typically, this is daily, weekly, or something in between. Technicians or operators can log the meters into the mobile CMMS app as they start their day.Many CMMS platforms can automatically integrate with sensors and IoT devices attached to equipment, collecting real-time usage data. Connected systems eliminate manual data entry, making tracking asset usage more accurate and efficient.
2. Customizable Maintenance Schedules
A CMMS allows maintenance managers to set up customized schedules based on usage metrics rather than time. For instance, instead of creating a maintenance task firing every six months, a CMMS lets you create a task that triggers after 500 hours of operation. This flexibility ensures that technicians perform maintenance precisely when needed.The CMMS will update equipment records with usage data as meter readings are logged and, based on pre-set thresholds, automatically trigger work orders when maintenance is due.
3. Work Order Management
Once a piece of equipment reaches a usage threshold, the CMMS automatically generates a work order, assigns it to the relevant technician, and tracks its progress. The system can also prioritize work orders based on the equipment's criticality and the type of maintenance required, ensuring that the most urgent tasks are addressed first.4. Predictive Analytics
Many advanced CMMS platforms incorporate predictive analytics tools that analyze historical maintenance data and usage patterns to forecast required future maintenance. This predictive capability is a core component of usage-based maintenance, helping managers anticipate failures and schedule maintenance before issues arise.By continuously analyzing equipment performance, a CMMS can identify patterns that might indicate an impending breakdown, allowing maintenance teams to rectify the issue before it leads to costly downtime.
5. Reporting and KPIs
A CMMS provides detailed reporting and key performance indicators (KPIs) that help maintenance managers evaluate the effectiveness of their usage-based maintenance program. Managers can generate reports on asset performance, downtime, maintenance costs, and more, all of which help them make informed decisions about improving maintenance operations.For example, suppose a report shows that a particular piece of equipment frequently reaches its usage threshold earlier than expected. This may indicate that the asset is being overworked or that maintenance thresholds need adjustment.
6. Asset Lifecycle Management
One of the long-term benefits of UBM managed through a CMMS is improved asset lifecycle management. Maintenance managers can extend the lifespan of their assets by servicing equipment at optimal intervals based on actual usage. The CMMS tracks the entire maintenance history of each asset, helping managers make informed decisions about when to repair, refurbish, or replace equipment.7. Inventory and Spare Parts Management
In a usage-based maintenance system, having the right spare parts available when needed is essential. A CMMS helps manage spare parts inventory by keeping track of the parts used in each maintenance activity.It can also forecast future parts requirements based on upcoming usage-based maintenance tasks, ensuring that parts are available when needed and preventing unnecessary delays.
Maximize the Impact of Usage-Based Maintenance
Usage-based maintenance (UBM) is a powerful strategy for maintenance managers looking to optimize their operations. By basing maintenance tasks on actual equipment usage rather than arbitrary time intervals, UBM increases equipment reliability, improves productivity, reduces maintenance costs, and extends the life of assets.
However, effectively implementing UBM requires the right tools — Computerized Maintenance Management System (CMMS) is crucial in this regard. A CMMS automates data collection, tracks usage metrics, generates work orders, and provides the predictive insights necessary for a successful UBM strategy.
For maintenance managers, combining UBM and a CMMS represents a data-driven, efficient approach to maintaining equipment. This approach ensures that maintenance resources are used where and when they are most needed.
Embracing this proactive approach can lead to improved operational efficiency, reduced downtime, and substantial cost savings in the long term.
