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Prerequisties
  • Assets must be created under Assets > Asset List with correct details (Asset Code, Category, Location).
  • Maintenance Tasks (preventive and corrective) have been logged under Maintenance > Maintenance Task, and costs have been recorded per task.
  • Cost Centers and Budgets Configured
    • Under Accounts > Chart of Accounts, asset-related expense accounts are set up.
    • Cost centers are defined in Accounts > Cost Center List.
    • Budgets for maintenance and asset expenses have been created under Accounts > Budget (if you want budget vs. actual comparisons).

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Step 1: Access Asset Performance Reports

  1. Navigate to Asset Reports
    • Go to Assets > Reports > Asset Performance Report.
    • This report shows metrics like:
      • Uptime (%) per asset—calculated as (Total Available Hours − Total Downtime) ÷ Total Available Hours.
      • Utilization Rate: Time asset was actually running versus idle.
      • Mean Time Between Failures (MTBF): Average hours between failures.
      • Mean Time To Repair (MTTR): Average time to restore an asset to working condition.
  2. Filter and Customize
    • In the filter panel, set:
      • Date Range (e.g., Jan 1, 2025 – May 31, 2025).
      • Asset Category or specific Asset names.
      • Location or Cost Center (if assets are grouped by plant or department).
    • Click Refresh to apply filters.
Review Key Metrics
  • Scan the table or chart for assets with:
    • Low Uptime (%)—indicates potential reliability issues.
    • High MTTR—suggests lengthy repairs or spare-parts shortages.
    • Low Utilization—maybe an asset is underused or scheduled work is inefficiently allocated.

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Step 2: Generate Maintenance Compliance and History Reports

  1. Maintenance Schedule Report
    • Navigate to Maintenance > Reports > Maintenance Schedule Report.
    • Use filters such as:
      • Status (Planned, In Progress, Completed).
      • Due Date Range (e.g., May 1, 2025 – May 31, 2025).
      • Asset or Maintenance Item.
    • Click Refresh to view:
      • List of upcoming and overdue tasks.
      • For each task: Due Date, Assigned Technician, Priority, and Status.
  2. Maintenance History Report
    • Go to Maintenance > Reports > Maintenance History Report.
    • Filter by:
      • Asset, Date Range, Maintenance Item, or Technician.
    • Click Refresh to see:
      • Completed tasks with actual completion dates.
      • Duration of each task.
      • Any recorded anomalies or component replacements.
  3. Compliance Metrics
    • At the top of both reports, you’ll see summary figures such as:
      • % On-Time Completion: (Tasks Completed On or Before Due Date) ÷ (Total Tasks).
      • Average Time over Due: For tasks completed late, the average number of days overdue.
Monitor % On-Time Completion monthly. If it dips below, say, 90%, investigate whether staffing is insufficient or if certain assets need more frequent attention.

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Step 3: Run Cost Analysis Reports

  1. Asset Maintenance Cost Report
    • Go to Maintenance > Reports > Asset Maintenance Cost Report.
    • Apply filters:
      • Asset (e.g., “Pump-03 – Cooling Tower Pump”).
      • Date Range (e.g., Fiscal Year 2025).
      • Cost Center (e.g., “Plant A – Production”).
    • Click Refresh. The report displays:
      • Material Cost (sum of all consumed items).
      • Labor Cost (sum of labor hours × rate).
      • External Service Cost (sum of linked Purchase Invoices).
      • Total Maintenance Cost per asset and aggregated by category.
  2. Asset Value and Expense Ledger
    • Navigate to Assets > Reports > Asset Value and Expense Ledger.
    • Filter by Asset or Cost Center.
    • Click Refresh to view:
      • Acquisition Cost and Capitalization Date.
      • Cumulative Maintenance Costs.
      • Accumulated Depreciation to date.
      • Book Value over time.
    • Scroll horizontally to see how each cost element contributes to total asset cost.
  3. Budget vs. Actual Report
    • Under Accounts > Budget > Budget vs Actual Report, set:
      • Fiscal Year (e.g., 2025–2026).
      • Cost Center (e.g., “Maintenance – Plant B”).
      • Expense Account (e.g., “Maintenance Expense – Equipment”).
    • Click Refresh to see:
      • Budgeted Amount versus Actual Expense month by month.
      • Variance and % Utilization of budget.

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Step 4: Build Custom Dashboards

  1. Create a New Dashboard
    • In the CGIC App’s sidebar, click Desk > Dashboard > New.
    • Name it something like “Asset Performance & Cost Overview.”
  2. Add Widgets
    • Click + Add Widget and choose from:
      • Report Chart (e.g., pie chart of maintenance costs by department).
      • Number Card (e.g., “Total Maintenance Cost This Month”).
      • Heatmap (e.g., asset uptime over the last 12 months).
    • Configure each widget by selecting the relevant report and filters (e.g., Asset Category = “CNC Machines”).
    • Arrange widgets for at-a-glance clarity.
  3. Share the Dashboard
    • Click Share and choose roles or specific users (e.g., Asset Managers, Plant Supervisors).
    • They’ll see real-time data every time they log in to the CGIC App.