Blog · Reporting
Facility management KPIs that owners actually read.
A maintenance report with thirty charts gets skimmed. Five well-defined numbers get decisions. These are the metrics worth putting on page one.
The five that matter
PPM compliance
Scheduled preventive tasks completed inside their due window, as a percentage. Target 95%. It is the single best predictor of next quarter's breakdowns.
Backlog and backlog age
Open work orders, split by age band. A stable count with a rising average age means the hard jobs are being deferred.
Response and resolution time
Time to first response and mean time to repair, split by priority. Guest-impacting faults deserve their own line.
Cost per room or per unit
Total maintenance cost — labour plus parts plus contractor — divided by keys or units. It makes properties comparable across a portfolio.
Repeat faults
Assets with more than one corrective job in 90 days. This is where replacement capex is justified, in evidence rather than opinion.
Two more for portfolio operators
Planned versus reactive ratio. Healthy operations run 70–80% planned. A falling ratio is an early warning that the team is firefighting.
Asset criticality coverage. The share of critical assets — chillers, pumps, lifts, life safety — with a current PPM schedule and a complete history. Owners care far more about this than about total task counts.
Define before you measure
Most KPI disputes are definition disputes. Write down, once, when the clock starts, what counts as closed, whether contractor cost is included and how a reopened job is treated. Publish the definitions alongside the numbers so nobody relitigates them in the meeting.
Make the report generate itself
If the pack takes two days to assemble, it will be late, inconsistent and quietly optimistic. BKORA's reporting and KPI module builds these metrics from the work orders themselves, so month-end is an export rather than a project — and FM companies can produce the same pack per contract.
Frequently asked questions
What is a good PPM compliance rate?
Most well-run hotel and FM operations target 95% of scheduled preventive tasks completed within their due window. Below 85% usually means the schedule is unrealistic rather than the team being slow.
How is MTTR calculated for maintenance?
Mean time to repair is the total repair time across completed work orders divided by the number of those work orders, measured from the moment the fault is reported to the moment it is verified closed.
How many maintenance KPIs should a monthly report contain?
Five to seven. Beyond that, owners stop reading. Keep the detail available on request and lead with completion, backlog, response time, cost and repeat faults.
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