Maintenance log in Excel: the history of every machine, with its cause.
A maintenance log records every intervention on a piece of equipment: when it started and ended, what failed, why, what was done, which spare part was used and who signed it off. Kept properly, it shows which machine keeps failing and how many hours it was down.
| Start | Equip. | Cause | Down | Status |
|---|---|---|---|---|
| 07/14 08:10 | M-204 | 6205 bearing worn from lack of grease | 40 min | Complete |
| 08/05 07:30 | M-204 | Inspection with the line running | 0 min | Complete |
| 08/19 11:00 | CP-01 | Leak at the outlet coupling | 35 min | Complete |
| 09/09 10:15 | M-204 | Insufficient grease, loose base | 25 min | Complete |
| 11/03 10:02 | M-204 | 6205 bearing seized | 30 min | Not signed |
Summary by equipment
Repeat failure: find the root cause
The log, in Excel with a worked example
Four sheets: the log with seven example interventions on a packaging line, the summary by equipment, the equipment list and how to use it. Replace the example with your machines and the sheet keeps calculating.
Locked file
bitacora-de-mantenimiento-en.xlsx (56 KB)
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Downtime, calculated
Start and end go as date and time in the same cell. The sheet calculates the minutes, and an inspection with the line running does not count as a stop.
Repeat failures in plain sight
The summary by equipment counts interventions, corrective jobs and downtime hours, and flags any machine with three corrective jobs or more.
No half-filled records
Each row warns when the time, the cause or the sign-off is missing before it counts as complete.
What a maintenance log is
It is the chronological record of everything done to a machine: corrective, preventive, inspections and improvements. A work order is the instruction for one job; the log is the history left after all of them.
Log, work order and plan
The preventive plan says what is due and when. The work order is what the technician takes to the machine and brings back signed. The log brings together what happened to each machine. The three close the loop; any one alone leaves a gap.
Which columns it has
Equipment, start and end with date and time, intervention type, whether the machine stopped, failure or symptom, cause, action taken, spare parts, technician and sign-off. Downtime and record status are calculated, not typed.
Cause is the column that matters
"Bearing replaced" is an action. "6205 bearing worn from lack of grease" is a cause. With the cause written down you can see that motor M-204 had three corrective jobs since July and that the problem was not the bearing but the lubrication.
How to read the summary by equipment
Look first at the machine with the most corrective jobs, not the most interventions: many preventive jobs are a good sign. Then downtime hours, which say what it costs production. A machine with three corrective jobs needs a root cause analysis, not another spare part.
When the spreadsheet stops being enough
When the volume exceeds what one person can transcribe without mistakes, or when the PLC sees the stop before the technician does. Then the next step is for the record to be born from the machine signal, with the technician adding only the cause and the sign-off.
The log in the app
The same log, without transcribing anything.
In the app, the M-204 stop is logged by the PLC with its time. Luis adds the cause and the photo from his phone, and the intervention lands in the asset record next to the previous ones.
01
Every intervention, with cause, spare part and photo
Work order 42 on the M-204: seized 6205 bearing, the spare part used and how long the line was down. It is the third failure since July and the app says so on the same screen.
02
The asset record brings sensors, orders and spares together
The M-204 shows what its sensors read, every work order with who did it and how long it took, and that one 6205 bearing is left against a minimum of three. The procedure and the manual are one tap away.
Related
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