List your plant once, then log each breakdown against its fleet number. The analysis sheet shows which fault codes and item types come up most.

Effective Excel Registers

Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format and set in Calibri font for improved readability.
The register is set up with:

• Drop-downs for plant type and breakdown code, with the lists editable on the Instructions sheet
• Lookups that fill in the description and type from the plant list once the fleet number is entered, and a count of breakdowns against each item
• Filters on the plant list, and an analysis sheet with charts by breakdown code and item type for any date range

alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns, developed over 25 years through practical use in the real world.

Further Reading

Further guidance on equipment and maintenance:

• Management of Work Equipment
• ISO 9001 Clause 7.1 - Resources
• ISO 9001 Clause 9.1 - Monitoring, Measurement, Analysis and Evaluation
• Managing Equipment and Premises knowledge base

How to Download

This file is included in the alphaZ subscription. This register is also included in every alphaZ toolkit covering ISO 9001, ISO 45001 or ISO 27001, including the integrated toolkits, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like a hand setting up equipment maintenance and breakdown records, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Breakdown Register Template

A breakdown register template in Microsoft Excel for keeping a list of plant and equipment and logging every breakdown against it, with analysis by fault and by type of equipment.

Breakdowns are logged against a fleet number, so the history of each item builds up in one place and the analysis shows where the faults are coming from. That is useful evidence when deciding on maintenance, operator training or replacing equipment, and a record of how equipment needed for the work is kept fit for use.

What's Included in this Breakdown Register

The workbook is laid out as separate sheets, each doing one part of the job:

• Plant_List - fleet number, serial number, description, purchase date, plant type and notes for each item, with the number of breakdowns logged against it.
• Breakdowns - the date, fleet number, client, address, description of the fault, fitter on and off times, breakdown code and notes, with the description and type filled in from the plant list.
• Analysis - the total number of breakdowns for any start and end date, split by breakdown code and by item type, with bar charts.
• Instructions - how to use the register, and the lists behind the drop-downs: breakdown codes such as machine fault, operator error, general wear and fitter fault, and your item types.

Spotting Repeat Faults

A breakdown code against every entry means the analysis can separate faults with the machine from operator error or general wear. The count against each item on the plant list shows at a glance which machines break down most, so repeat problems can be raised as actions rather than fixed one call-out at a time.

Setting Up the Register

Enter your breakdown codes and item types on the Instructions sheet, then list your plant with a fleet number for each item. The register comes with example plant and breakdowns marked as test data, so you can see the lookups and the analysis working before you delete them. Cells with a red triangle in the corner carry help text.

Built for Plant and Equipment

• A breakdown history for every item, found by its fleet number
• Fitter on and off times to show how long each breakdown took to put right
• Breakdowns logged against the client and address where they happened
• Breakdown codes and item types set to suit your own equipment

Keeping the Register Up to Date

Log each breakdown on the day it happens, while the fitter times and the details of the fault are fresh. Looking at the analysis each month, or before management review, shows whether a machine, a fault code or a type of equipment needs action.

Who Needs a Breakdown Register?

Businesses that run plant, machinery or equipment, whether on their own premises or at client sites, and want a record of every breakdown and the time spent putting it right. It suits hire, maintenance and contracting businesses as well as manufacturers.

Pairs with the Maintenance Record

Planned servicing and checks can be recorded on the F-Q8 Equipment Maintenance Record, and the ER4 Equipment Vehicles Register keeps track of when each item is due its next check. Repeat breakdowns that need action can be followed through on the ER1 Issues Actions Register.