An append-only Excel log of every preventive (PM) and corrective (CM) job on your equipment. Add one row each time work is done. The sheet works out when each PM task is next due, flags it as overdue or due soon against today’s date, marks older rows as superseded, and totals downtime.
Tip: The superseded check matches equipment ID and task text exactly. Copy the task wording from the previous row instead of retyping it, or the old row will keep showing as overdue.
Header
Site or area, log owner, as-of date (TODAY()) and the due-soon window in days
Job
Equipment ID and name, task, type (PM or CM) and interval in days
Completion
Date done, who did it, downtime in hours and notes or parts used
Due status
Next due date and days to due, with OK, Due soon, Overdue, Superseded or Corrective calculated
Summary
PM tasks overdue, due soon and current, corrective jobs, total downtime and the corrective share of downtime
Example Log for Example Machining Co., a fictional job shop, as of 2026-10-15, with a 14-day due-soon window. The equipment, intervals and downtime hours are invented for illustration; use the intervals from your equipment manuals and your own experience.
| Equipment | Task | Type | Interval | Done | Downtime (h) | Next due | Days to due | Status |
|---|---|---|---|---|---|---|---|---|
| PRS-02 press brake | Inspect hydraulic hoses | PM | 90 | 2026-07-20 | 0 | 2026-10-18 | 3 | Due soon |
| CMP-01 air compressor | Change oil and inspect belts | PM | 90 | 2026-08-03 | 1.0 | 2026-11-01 | 17 | OK |
| CNC-03 lathe | Replace coolant filter | PM | 30 | 2026-08-09 | 0.5 | 2026-09-08 | −37 | Superseded |
| CNC-03 lathe | Replace coolant filter | PM | 30 | 2026-09-08 | 0.5 | 2026-10-08 | −7 | Overdue |
| PRS-02 press brake | Replace leaking cylinder seal | CM | — | 2026-09-30 | 6.5 | — | — | Corrective |
| CNC-03 lathe | Spindle drive fault; replace cooling fan | CM | — | 2026-10-02 | 3.0 | — | — | Corrective |
| CNC-03 lathe | Check and top up way lube | PM | 7 | 2026-10-12 | 0 | 2026-10-19 | 4 | Due soon |
| PM overdue / due soon / OK | 1 / 2 / 1 |
|---|---|
| Corrective jobs | 2 |
| Total downtime | 11.5 h |
| Corrective share of downtime | 82.6% |
| Field | What to enter | Example |
|---|---|---|
| Equipment ID | The asset number on the machine. Use the same ID every time; the formulas match on it. | CNC-03 |
| Task | What was done. For PM, use the same wording as the PM schedule every time. | Replace coolant filter |
| Type | PM for planned preventive work, CM for corrective work after a failure. Type exactly PM or CM. | PM |
| Interval (days) | How often the PM task is done, from the manufacturer’s manual and your own history. Leave it blank for CM. | 30 |
| Date done / done by | The date the job was completed and the person or role who did it. | 2026-09-08, Maintenance Tech |
| Downtime (h) | Hours the equipment was unavailable for production because of this job. Enter 0 for work done while it was not scheduled to run. | 6.5 |
| Next due / days to due | Calculated for PM rows: date done plus interval, and the days from the as-of date. Negative means late. | 2026-10-08 / −7 |
| Status | Calculated: Overdue below 0 days, Due soon within the header window, otherwise OK. Superseded when a later row exists for the same equipment and task; Corrective for CM rows. | Overdue |
| Notes / parts used | Parts replaced, readings taken and anything the next technician should know. | Filter part no. CF-20; pressure normal after change |
Preventive maintenance (PM) is planned work done at set intervals to stop failures. Corrective maintenance (CM) is repair after something has failed. A high corrective share of downtime suggests the PM program is missing tasks or intervals are too long.
So the log keeps a full history. Auditors and engineers can then see every job and its date, and the sheet uses the history to mark older rows as superseded.
Next due is the date done plus the interval. Days to due is next due minus the as-of date. Below 0 is Overdue, within the due-soon window in the header is Due soon, and anything later is OK.
This sheet uses calendar days. For machines maintained by run hours or cycles, record the meter reading in the notes and convert the interval to an expected number of days, or add your own meter columns.
Yes. Downtime hours from the log feed the availability part of OEE. Our OEE calculator shows how availability, performance and quality combine.
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