SAP PM Preventive Maintenance Compliance Calculator
Maintenance managers are often asked for one number: how much of the preventive maintenance did we actually do on time. This calculator turns counts from an SAP order list into PM compliance and the supporting indicators that show whether the number can be trusted.
Your numbers
PM orders with a planned date inside the period, for example from IW38 selected by date and order type.
Completed within your agreed grace window.
Your results
Definitions of on time and of the reporting period vary by site. Agree the grace window and the order selection with your reliability team before comparing to a target.
Get a PM compliance report from your data
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How to use the calculator
Select your PM orders in IW38 or IW39 by planned date inside the period and order type. Count how many were completed within your grace window, how many were completed late and how many are still open and overdue. Enter the count of corrective orders and emergency orders for the same period, and the planned and actual hours on completed PM. The result shows schedule compliance, completion rate, overdue rate, planned work share, emergency share and labor variance. Export the values to attach to a monthly KPI pack.
The formulas
PM schedule compliance equals orders completed on time divided by orders due, times 100. The completion rate adds late completions. The overdue rate divides open overdue orders by orders due. Planned work share divides PM orders by the sum of PM and corrective orders, a rough measure of how proactive the plant is. Emergency share divides emergency orders by corrective orders. Labor hours variance compares actual to planned hours on completed PM, which helps check whether task list times are realistic. Many sites aim for compliance above 90 percent, but the right target depends on your equipment and policy.
Worked example
With 120 orders due, 96 on time, 14 late and 10 still open, compliance is 80 percent, the completion rate is about 91.7 percent and the overdue rate is about 8.3 percent. With 45 corrective orders, planned work share is about 72.7 percent. Six emergency orders out of 45 is a 13.3 percent emergency share. Labor hours were 12.5 percent over plan, which suggests either task list times are low or work is being found during PM that should be raised as corrective orders.
Common mistakes
Do not count orders that were rescheduled as on time without a rule. Do not count closed orders that were never confirmed, because the completion date will be wrong. Be careful with orders in different time zones or plants. Watch for gaming: if compliance is a target, planners may stretch grace windows or move dates. Pair the figure with overdue backlog and labor variance, and check a sample of orders against the reported number.
Frequently Asked Questions
What is PM compliance?
PM compliance is the share of scheduled preventive maintenance orders completed within the agreed window. It is calculated as orders completed on time divided by orders due. Sites define the window and the order selection differently, so compare only within one definition.
What is a good PM compliance target?
Many plants aim for around 90 percent or higher, but the right figure depends on the criticality of the equipment and the cost of missing a task. Set a stricter target for safety and statutory work and track backlog alongside compliance.
Where do I get the counts in SAP?
Use the order list in IW38 or IW39 with selection by order type, planned dates and status, then count by status. You can also use the plant maintenance information system or a custom report to avoid manual counting.
Why does labor hours variance matter?
Large positive variance means task list times are too low or extra work is being done on PM orders. Large negative variance can mean tasks are being skipped or confirmed without full work. Either way it affects how much you can trust compliance.
If you want PM compliance, backlog and emergency work calculated directly from live SAP data and shown by plant, area and planner, Netray can set that up read-only with the query visible.
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