PM Compliance & Schedule Adherence Report

The problem this kills

Your preventive-maintenance program looks great on paper. Every asset has a schedule. Every line has a plan. But is the work actually getting done on time — or is it quietly slipping, one deferred PM at a time, until a bearing seizes or a motor burns out and you find out the hard way?

Most plants can't answer that with confidence. The PM schedule lives in one system (or one spreadsheet), the completion records live in another, and nobody has the hours to reconcile them line by line every week. So "PM compliance" becomes a vibe instead of a number. The technicians swear they're keeping up. The asset that keeps breaking down has six PMs that were "done" two weeks late. And the manager has no clean, defensible view of which assets, which lines, and which techs are falling behind — until the breakdown report writes it for them.

This is exactly the kind of rules-based reconciliation a small internal tool does better than a spreadsheet, and you do not need to be a developer to build it.

What you'll build

A simple internal web tool for your maintenance team. You import two things — your PM schedule (what was due, when, on which asset, assigned to which tech) and your completion records (what actually got done, and when). The tool matches them, applies your on-time tolerance (the grace window you define in the interview — say, completed within 3 days of the due date still counts as on-time), and computes the numbers that matter: overall on-time completion %, the full overdue list, and the trend broken down by asset, by line, and by technician. It highlights the chronically-overdue assets — the ones quietly walking toward a breakdown.

The maintenance manager opens one screen, sees the compliance picture, reviews the proposed overdue follow-up action list, edits or excludes anything that's wrong (the PM that was cancelled for a good reason, the asset that's down for a rebuild), and clicks Approve. Only then does the tool email the report to the distribution list via Resend and produce a clean compliance CSV.

What's inside the Implementation Plan

The plan is a single file you paste into an AI coding agent. It opens by interviewing you about your business — how you schedule PMs today, what system or spreadsheet holds them, the exact column names and asset/line/tech naming you use, your typical and peak PM volumes, and the single most important rule: your on-time tolerance window — and then tailors the data model, the compliance math, and every later step to your answers. This is a build shaped around how your plant actually runs maintenance, not a generic template.

From there it walks the agent through the database schema, the two CSV imports with their duplicate guards, the compliance engine that classifies every PM as on-time / late / overdue, the manager's review-and-approve screen, and the email + CSV export. Every step ends with a ready-to-copy prompt. Because the whole thing runs on CSV in and clean CSV out, you can build and use it this afternoon even if you have no direct connection to your CMMS (your maintenance system).

The governance it includes (this is the point)

This report drives real decisions — who gets chased, which asset gets escalated — so it's built like it matters: login so only your maintenance team can use it, row-level security so you only ever see your own plant's data, and a complete audit trail of every import, edit, approval, and send — who did what, and when. Nothing goes out automatically: the report and its action list are a draft until the maintenance manager approves them, and approval is the hard human-in-the-loop gate before anything is emailed or treated as the official number. Duplicate guards on each PM record mean the same completion can't be counted twice and the same schedule can't be imported twice.

Who it's for

Maintenance managers, reliability engineers, and plant managers who own the PM program and want a fast, honest, repeatable answer to "is our preventive maintenance actually happening?" If you can explain how you decide whether a PM was done on time, you can build this.

You've got this — open the plan, paste the first prompt, and let it interview you about your PM program.