Machine maintenance log and breakdown register in Excel

What the file looks like

The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.

The columns, and what to write in each

1. 1
   Date

   The day the machine stopped.

2. 2
   Machine

   The machine, by the name used on the floor.

3. 3
   Time stopped

   The time it stopped, for example 10:40.

4. 4
   Problem seen

   What the operator saw or heard, in plain words.

5. 5
   Cause

   Pick from the list once the cause is known, so that causes can be counted.

   ElectricalMechanicalHydraulic or airTool or dieOperator errorPower cutNot known yetOther
6. 6
   Reported by

   The person who reported it.

7. 7
   Attended by

   The person or the outside mechanic who repaired it.

8. 8
   Hours lost

   Hours the machine stood, until it ran again.

9. 9
   Parts used

   Parts changed, with quantity. Empty if none.

10. 10
    Status

    "Fixed for now" means it runs but needs a proper repair. Pick from the list.

    OpenWaiting for partFixed for nowFixed
11. 11
    Fixed on

    The day the machine ran again.

12. 12
    Days open

    Fills itself: days from the breakdown to the fix, or to today while it is open.

13. 13
    Action to stop it again

    What will be done so it does not happen again, and one name.

Second sheet, "Maintenance plan": Machine, Check, Every (days), Last done, Next due, Days to due, Done by, Remarks.

How to keep it

1. When a machine stops, the supervisor writes one row on the Breakdowns sheet: date, machine, time, what was seen and who was told.
2. The person who repairs it fills in the cause, the parts used, the hours lost and the status. "Days open" fills itself.
3. A row stays "Open" or "Waiting for part" until the machine runs again. Then set "Fixed", the date, and one line on how to stop it happening again.
4. On the Maintenance plan sheet, write each routine check once with how often it is due. After each check, change "Last done": "Next due" moves by itself.
5. Every Monday, read the red rows of both sheets, then count the hours lost per machine for the last four weeks.