Planned Vs Reactive Maintenance


What is planned maintenance?

Planned maintenance (PM), also often referred to as scheduled maintenance or planned preventive maintenance (PPM) is a proactive strategy where maintenance and inspections on assets (i.e. plant and equipment) are scheduled at regular intervals to ensure that an item of equipment is operating correctly and to minimise breakdown and downtime levels.


What is reactive maintenance?

On the other hand, reactive maintenance, also often referred to as breakdown maintenance or corrective maintenance is very much a reactive strategy where repairs are performed at the point when equipment fails. This is a far more costly approach for an organisation due to unplanned production downtime, damaged machinery, overtime and callout fees and ideally should only be performed on parts that are inexpensive and easy to replace.


Striking The Right Balance

Whilst more and more organisations are now realising the benefits of adopting a planned maintenance approach, there are still a large number who are relying heavily on a reactive maintenance strategy, which ultimately results in poor planning, reduced asset insight and overall inefficient maintenance processes.

Obtaining the right balance of reactive and proactive maintenance would provide maximum reliability and performance as well as minimum cost of ownership. It is of course dependent on industry sector and individual business model, but the optimal mix is usually around a 25% reactive to 75% proactive split.


Advantages of Planned Maintenance

Planned maintenance is designed to improve equipment life and avoid any unplanned maintenance activity. Included below are some of the key benefits of adopting a planned maintenance programme.

  • Extends the useful lifecycle of assets decreasing the need for premature capital replacements.
  • Enhances the efficiency of equipment keeping them running more efficiently and lowering power expenses.
  • Reduces production downtime as a result of fewer machine breakdowns.
  • Reduces overtime costs due to working on a scheduled basis as opposed to a responsive basis to repair breakdowns.
  • Improves budget control as the sourcing of spare parts and labour can be planned in and purchased more economically in advance.
  • Decreases the number of large-scale repairs through regular and routine maintenance.
  • Minimises disruption to production schedules and output as planned work can be scheduled in during downtime and quieter periods.
  • Improves compliance with health and safety requirements.
  • Increases the levels of customer service and satisfaction through continuous and timely production.
  • Improves analysis and reporting to help determine new maintenance strategies.


How a specialist CMMS can help with planned and reactive maintenance

There are so many organisations still reliant on highly inefficient, paper based processes or at best, spreadsheets for information. For those in particular, operating within asset intensive industries, it is crucial to have a robust system in place to deliver the high level of functionality required to improve performance in both proactive and reactive maintenance activity. With no immediate or accurate insight into the cost of maintenance, stock expenditure or stock availability, into asset performance history or trends in repairs, it is impossible to establish more efficient asset maintenance processes. This is where a specialist maintenance solution can assist.


Key Factors To Consider When Selecting A Planned Maintenance Solution

With such a large number of specialist planned maintenance solutions available, it can be difficult to choose the right one for your business. At the very least, basic functionality such as creating PM tasks for each asset, associating them with a PM schedule via a calendar view and creating alerts when a PM task is due or approaching, should be on your wish list, but it is the flexibility with which tasks can be scheduled that sets the superior solutions apart. Key points to consider include:


Scheduling tasks based on a pre-defined frequency

Having the flexibility to create work orders and automatically generate PM tasks by days/weeks/months/years (i.e. order could be created on the 1st/2nd/3rd/4th/5th/last Monday of every 1/3/6/12 months).


Scheduling tasks based on meter readings

Runtime – allowing the trigger of a PM work order when a meter reading has been entered and a specific interval has been reached (i.e. much like a car requiring a service every 10,000 miles).

Condition – allowing the trigger of a PM work order when a meter reading falls outside the defined range (i.e. operating temperature).