Overdue Maintenance Report

Overview

The Overdue Maintenance Report identifies all maintenance that has passed its due date or threshold without being completed. This report is critical for compliance tracking, identifying compliance gaps, and taking corrective action to get maintenance back on schedule.

Understanding "Overdue"

Time-Based Maintenance

Definition: Overdue when current date exceeds scheduled date

Runtime-Based Maintenance

Definition: Overdue when runtime counter exceeds threshold

Distance-Based Maintenance

Definition: Overdue when distance counter exceeds threshold

Generating the Report

Quick Access

1. Navigate to Maintenance → Reports
2. Select Overdue Maintenance
3. Report generates automatically showing all currently overdue items

Dashboard Widget

Add "Overdue Maintenance" widget to main dashboard:

• Real-time count of overdue items
• Click count to open full report
• Red highlight if any critical maintenance overdue

Automatic Alerts

Configure alerts for overdue maintenance:

• Daily Email: Every morning, email list of all overdue items
• Threshold Alerts: Immediate alert when maintenance becomes overdue
• Weekly Summary: Weekly rollup of all overdue maintenance for management

Report Contents

Standard Columns

Column	Description	Example
Asset Name	Equipment with overdue maintenance	Truck 42 - Kenworth T680
Site/Location	Current location	Chicago Yard
Maintenance Type	What maintenance is overdue	Oil Change & Filter Replacement
Was Due	When it should have been completed	Nov 18, 2025 (at 250 hours)
Days/Hours/Miles Overdue	How far past threshold	17 hours overdue
% Overdue	Percentage past threshold	106.8% (6.8% over)
Severity	How critical	Critical, High, Medium, Low
Last Completed	When maintenance was last performed	Aug 15, 2025

Severity Levels

Severity	Criteria	Action Required
Critical	>20% overdue OR >30 days overdue	Immediate action - take equipment out of service if necessary
High	10-20% overdue OR 15-30 days overdue	Schedule within 48 hours
Medium	5-10% overdue OR 7-14 days overdue	Schedule within one week
Low	<5% overdue OR <7 days overdue	Schedule as soon as reasonably possible

Taking Corrective Action

Immediate Response Workflow

1. Assess severity: Prioritize critical and high severity items
2. Verify equipment status: Is equipment in use? Where is it located?
3. Safety evaluation: Is it safe to continue operating equipment?
4. Decision point:
   • Take out of service: If safety risk, remove from operation immediately
   • Limit use: Restrict operation until maintenance completed
   • Schedule immediately: Continue use but schedule maintenance ASAP
5. Create work order: Generate urgent work order
6. Assign resources: Allocate technician and parts
7. Track to completion: Follow up daily until maintenance completed

Root Cause Analysis

For recurring overdue maintenance, investigate why:

• Scheduling issue: Not enough technicians or time allocated?
• Parts availability: Waiting on parts deliveries?
• Notification failure: Alerts not reaching right people?
• Process breakdown: Work orders not being generated?
• Unrealistic intervals: Maintenance schedule too aggressive?
• Tracking failure: Equipment not reporting telemetry?

Reducing Overdue Maintenance

Proactive Strategies

• Review upcoming maintenance weekly: Plan ahead to avoid items becoming overdue
• Buffer time: Schedule maintenance before due date, not on due date
• Parts inventory: Stock commonly needed parts to avoid delays
• Backup technicians: Cross-train staff to cover absences
• Clear escalation path: Define who addresses overdue items if primary contact unavailable
• Bundle maintenance: Combine multiple tasks to reduce frequency of service events

Process Improvements

• Automate work order generation: Create work orders automatically when maintenance approaches
• Mobile access: Allow technicians to complete maintenance from mobile devices
• Vendor partnerships: Establish relationships with service vendors for overflow capacity
• Performance metrics: Track on-time maintenance completion rate
• Regular audits: Monthly review of overdue maintenance trends

Compliance and Documentation

Compliance Tracking

For regulated industries, overdue maintenance may have compliance implications:

• DOT regulations: Overdue inspections may violate DOT requirements
• Manufacturer warranties: Overdue maintenance may void warranties
• Insurance requirements: Some policies require regular maintenance
• Safety certifications: OSHA or industry-specific requirements

Documentation Requirements

Maintain records for overdue maintenance:

• Why overdue: Document reason (parts delay, technician unavailable, etc.)
• Risk assessment: Note whether equipment deemed safe to operate
• Corrective action: What steps taken to complete maintenance
• Completion date: When maintenance eventually completed
• Findings: Any issues discovered during overdue maintenance

Report Filtering and Analysis

Useful Filters

• By Severity: Show only critical or high severity
• By Site: Focus on specific location
• By Equipment Type: Trucks, generators, etc.
• By Days Overdue: >30 days, >60 days, >90 days
• By Maintenance Type: Which type of maintenance most overdue?

Trend Analysis

Track overdue maintenance over time:

• Month-over-month comparison: Is overdue maintenance increasing or decreasing?
• By equipment: Which assets consistently have overdue maintenance?
• By site: Which locations struggle most with maintenance compliance?
• By maintenance type: Are certain types of maintenance more frequently overdue?
• Seasonal patterns: Does overdue maintenance spike at certain times of year?

Best Practices

• Zero tolerance goal: Strive for zero overdue maintenance
• Daily review: Check overdue report every morning
• Escalate quickly: Don't let overdue items linger
• Communicate with operations: Ensure operations team aware of overdue maintenance
• Track metrics: Monitor percentage of maintenance completed on time
• Address root causes: Don't just fix symptoms, fix underlying issues
• Celebrate improvements: Recognize when overdue maintenance reduced
• Hold accountable: Ensure someone responsible for resolving each overdue item

Troubleshooting

Maintenance Shows Overdue But Was Completed

Problem: Maintenance performed but still appears on overdue report

Causes:

• Maintenance not marked complete in system
• Counter not reset after completion
• Work order closed but maintenance event not updated

Solutions:

• Manually mark maintenance complete
• Verify counter reset (should be back to zero or low value)
• Check work order integration settings
• Train technicians on proper completion procedure

Equipment on Report But Not Overdue

Problem: Equipment appears on overdue report but counters don't indicate overdue

Causes:

• Telemetry lag (data not updating in real-time)
• Recent completion not yet processed
• Threshold recently changed

Solutions:

• Refresh report (may take 15-30 minutes for data to sync)
• Check asset telemetry connection
• Verify maintenance rule configuration

What's Next?

• Upcoming Maintenance Report - Prevent items from becoming overdue
• Maintenance Calendar View - Visual timeline of maintenance
• Viewing & Completing Maintenance Events - How to mark maintenance complete
• Maintenance Not Triggering - Troubleshoot maintenance tracking issues

Getting Help

For assistance managing overdue maintenance or improving compliance rates, contact the ARMOR Support Team.