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Preventive Maintenance Schedule Template (Excel)

A PM schedule is only useful if it matches the labor you actually have. This worksheet lists each asset task with its interval and duration, then totals the annual hours so you can see the technician load before the year starts.

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Asset ID	Asset	PM task	Frequency	Interval (days) (days)	Hours per task (h)	Craft	Last done	Runs per year	Annual hours
								52.1429	26.0714
								2.0055	6.0165
								52.1429	52.1429
								4.011	10.0275
								1	6
								12.1667	18.25

Total PM runs per year

123.4689

Total annual PM hours

118.5082

Average PM hours per week

2.279

Annual PM hours spread evenly over 52 weeks.

Technician FTE needed

0.0741

Assumes about 1,600 productive wrench hours per technician per year, after leave, meetings and travel.

Edit any cell, add or delete rows, then export to Excel. Interval days drives runs per year and annual hours. Keep one row per task per asset so work orders map one to one to your CMMS or ERP maintenance plan.

Compare your PM plan to crew capacity from ERP data

Optional: a short review of how to pull scheduled PM hours and actual labor from your ERP into one read-only view.

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How to use the schedule

Enter one row per asset and task. Set the interval in days (weekly is 7, monthly about 30, quarterly about 91, annual 365) and the realistic hours for one person or crew to complete it. The sheet computes runs per year as 365 divided by the interval and annual hours as hours per task times runs per year. The summary converts the total into average hours per week and the number of full time technicians needed. Export the result to Excel to load into your CMMS, or print the PDF for the planning board.

Use task level rows, not asset level, so hours are honest
Record the last done date to sequence the first work orders
Split operator tasks from craft tasks
Review intervals against failure history yearly

Where the intervals come from

Start with the OEM manual, then adjust for duty cycle and failure history. Time based intervals suit wear that follows calendar or run time. Condition based tasks such as vibration, oil analysis and thermography are listed here as inspections, and the repair they trigger belongs on a separate corrective work order. If a task never finds anything over several cycles, lengthen the interval. If the asset keeps failing between visits, shorten it or change the task. Standards such as ISO 55000 expect this kind of evidence based review, but the schedule itself does not need any certification.

Reading the load figures

Average PM hours per week is a planning number, not a promise, because tasks cluster around shutdowns and month ends. If the FTE figure is more than about half of your crew, there is little room for corrective work, projects and training, so expect the PM program to slip. A common warning sign is a schedule that totals more hours than the crew can deliver while compliance is still reported as high, which usually means tasks are being closed without being done.

Common mistakes

The usual errors are copying OEM intervals without checking duty cycle, listing a task with zero hours, forgetting contractor visits and statutory inspections, and building the schedule once and never revising it. In an ERP or CMMS, the same data becomes maintenance plans and task lists, for example SAP PM maintenance plans and task lists or IBM Maximo job plans and PM records. Keep the worksheet as the single reviewed source before loading it.

Frequently Asked Questions

How do I convert a monthly task to an interval in days?

Use 30 for monthly, 91 for quarterly, 182 for semi-annual and 365 for annual. If you want exactness, use 365 divided by the number of runs per year. The small difference rarely changes the labor forecast.

How do I handle meter based tasks such as every 500 running hours?

Convert the meter interval to calendar days using the average running hours per day. For a machine that runs 16 hours a day, 500 hours is about 31 days. Update the figure if utilization changes.

Why 1,600 hours per technician?

A 2,080 hour paid year loses time to leave, holidays, training, meetings and travel. About 1,600 hours is a conservative productive figure. Replace it with your own number if you track wrench time.

Can I import this into my CMMS?

Yes. Export to Excel or CSV and map the columns to your CMMS PM or maintenance plan import. Most systems need asset ID, task text, interval, estimated hours and craft, which this sheet already holds.

If your PM plans already live in SAP PM, Maximo or another ERP, Netray can build a read-only view that compares scheduled hours against crew capacity from live data.

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