Assets Reports: 20 Prebuilt Reports for Asset and Maintenance Teams
Inventory status, compliance gaps, work order performance, and cost tracking. All reading from live EAM data. Ready on day one.
If your maintenance team is going into a weekly review without a clear picture of what work orders are open, what PMs are overdue, and which assets are driving the most repair activity, the Assets Reports workspace is the fix. Twenty reports. Live data. No setup required after deployment.
Schedule your free consultationWhat are the 20 prebuilt reports in this workspace?
The 20 reports are organized across four operational areas. Each area covers a distinct set of questions that maintenance, operations, and finance teams need answered regularly. The grouping below shows which reports belong to each area and what problem each one was built to address.
Asset Inventory and Status
Where are your assets and what is their current state?
Active Asset Count by Site - Total active assets at each location. For multi-site operations, this is the baseline inventory check.- Simple Assets - Full asset list with location, owner, and status. The starting point for any portfolio review.
- Recently Commissioned Assets (last 30 days) - Assets added to the portfolio in the current month. Confirms new acquisitions are registered correctly at the point of entry.
- Assets Moved in Last 14 Days - Location changes recorded in the past two weeks. Useful for operations with high asset mobility across sites.
- Assets Missing Serial or Tag (data quality) - Asset records without a serial number or asset tag. Run this before an audit to identify data quality gaps while there is still time to correct them.
Compliance and Gap Detection
What is overdue, expiring, or missing from the maintenance program?
- Assets With No PM Schedule (gap finder) - Assets that are active but not assigned to any preventive maintenance schedule. These are the assets that will generate corrective work orders eventually.
- Assets Without Inspection in 180 Days - Assets that have not been inspected in the past six months. Run before any compliance audit to identify gaps before an auditor does.
- Overdue PMs (detail rows) - All past-due preventive maintenance events with full detail rows. The documentation trail most often requested in a maintenance compliance review.
- PM Due in Next 7 Days (quick) - Upcoming PMs for the current week. Run every Monday morning. The list that drives daily scheduling decisions.
- Recent Failed Inspections (last 30 days) - Inspections that produced a failed result in the past month. Shows what was flagged and whether corrective action has been initiated.
- Warranty Expiring in Next 90 Days - Assets whose warranty coverage lapses in the next three months. Gives finance and procurement time to act before coverage expires.
Work Order and Maintenance Performance
How is the maintenance program actually performing?
- Open Work Orders by Status (backlog snapshot) - Current WO backlog grouped by status. The weekly operations meeting report.
- WO Aging (simple) - Open work orders sorted by how long they have been open. Identifies jobs that are stalling before they become a backlog problem.
- Open WOs Missing Parts (no materials issued) - Work orders that are open but have no materials issued against them. These jobs cannot proceed until parts are confirmed. Run before scheduling to avoid dispatching technicians to jobs that are not ready.
- First-Time Fix Proxy (no return WO within 7 days) - Closed work orders that did not generate a return WO within one week. A proxy measure for repair quality without requiring a separate quality tracking layer.
- Hot Assets (most WOs in last 90 days) - Assets generating the highest work order volume over the past 90 days. The data point that supports a capital replacement conversation.
- Corrective vs Preventive WO Mix (last 90 days) - The ratio of reactive to scheduled maintenance over the past quarter. A high corrective percentage is the measurable indicator of an under-resourced PM program.
Cost and Labor
What is maintenance costing and where is the time going?
- Quick Asset Cost (WO charges, current month) - Work order charges posted to assets in the current month. The fast view of where maintenance spend is going before the month closes.
- Parts Usage - Last 30 Days (by WO line) - Parts consumed against work orders in the past 30 days, at the work order line level. Connects parts consumption to the jobs that consumed them.
- Labor Hours - Last 7 Days (by tech) - Technician labor hours logged in the current week, grouped by person. For operations managers reviewing technician utilization against scheduled capacity.
Which reports are most useful for compliance and audit prep?
Four reports in the compliance and gap detection group are specifically worth running before any maintenance audit or regulatory inspection. Assets Without Inspection in 180 Days identifies the gaps an auditor will look for before they look for them. Overdue PMs with detail rows provides the documentation trail most maintenance compliance reviews request. Recent Failed Inspections shows what was flagged in the past month and whether corrective action followed. Warranty Expiring in Next 90 Days gives finance teams the advance notice they need to act before coverage lapses.
The data quality report, Assets Missing Serial or Tag, is not a compliance report by name but it functions as one in practice. An asset record without a serial number or tag is an asset that cannot be traced in a physical audit. Running this report in advance of any physical count and correcting the gaps before the count starts is the difference between an audit that closes cleanly and one that generates findings.
All of these reports read from the same timestamped records that carry the audit trail. The figures a compliance officer sees in the report are the same figures an auditor would find in the underlying EAM records.
Audit trail integrity: the reports and the records are the same data
Every report in the Assets Reports workspace reads from the same transactional records that carry the EAM audit trail. There is no separate reporting database to keep synchronized and no risk of a report showing figures that diverge from the underlying transactions. When an auditor asks for documentation of overdue PMs, the Overdue PMs report and the underlying maintenance records are reading from identical data.
The timestamps on work orders, inspection records, and PM completions are built into the record structure at the moment of transaction. They are not added retroactively. For operations subject to regulatory review, that means the compliance documentation exists and is current without any additional record-keeping effort beyond the normal maintenance workflow. PCG has been building maintenance and compliance systems for regulated industrial operations since 1995.
Which reports help catch maintenance problems early?
Several reports in the work order and compliance groups are designed specifically to surface problems before they become failures or audit findings. Understanding when to run each one is what makes the reporting workspace useful rather than just informational.
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Assets With No PM Schedule is the gap finder for the preventive maintenance program. Every active asset that appears on this report is an asset that will eventually generate an unplanned corrective work order. Running it monthly and closing the gaps is less expensive than running it after the first failure.
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Hot Assets identifies the assets generating the most work orders in the past 90 days. An asset that has required five corrective repairs in three months is a capital replacement conversation that should already be happening. The report provides the frequency data that converts that conversation from an opinion into a business case.
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Open WOs Missing Parts prevents the specific failure mode where a technician is dispatched to a job that cannot proceed because required parts were never issued. Running this report before the daily dispatch schedule is set catches those jobs before the truck rolls rather than after.
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Corrective vs Preventive WO Mix provides a measurable baseline for whether the PM program is actually preventing failures. If the corrective percentage is rising quarter over quarter, the PM schedule is either under-resourced or not being followed. The report makes that trend visible before the maintenance budget reflects it.
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WO Aging identifies open work orders that are stalling before they become a backlog problem. A work order that has been open for three weeks without progress has a reason. The aging report surfaces those jobs so a supervisor can investigate before the delay compounds into a compliance or operational issue.
How do the cost and labor reports connect to financial planning?
The three cost and labor reports in the Assets Reports workspace are designed for operational use during the month rather than for end-of-month reconciliation. Quick Asset Cost gives operations managers a current-month view of work order charges by asset before the month closes and the figures are locked. That visibility is what allows a manager to catch a cost overrun on a specific asset category while there is still time in the period to investigate it.
Parts Usage by work order line connects parts consumption to the specific jobs that consumed them. For maintenance operations that have experienced parts inventory drift, where the system shows stock that is not physically present, this report identifies which work orders consumed the parts and when. That connection is also what makes cost-per-repair calculations accurate at the work order level rather than estimated at the asset category level.
Labor Hours by technician is the weekly view of time logged against work orders by person. For operations managers reviewing technician utilization against scheduled capacity, the report shows where time actually went during the week. An operation running at 60% billable labor utilization and wondering why the maintenance backlog is not shrinking finds the answer in this report faster than in any other view in the system.
What PCG has learned across 31 years of maintenance reporting implementations
The pattern that appears most consistently in maintenance reporting is this: the data operations teams need to make good decisions already exists in the system. The problem is that getting to it requires either building a custom query, waiting for IT to run a report, or exporting data to a spreadsheet and assembling the view manually. Each of those paths adds latency between the question and the answer. The 20 prebuilt reports in the Assets Reports workspace exist to close that latency for the questions maintenance and operations teams ask every week.
The second consistent finding: organizations that have been running maintenance programs without a Corrective versus Preventive WO Mix report tend to underestimate how reactive their programs actually are. A program that feels like it is mostly scheduled preventive work is often running at 60% or more corrective when the work order data is actually measured. That finding changes maintenance budget conversations because it connects the reactive work rate directly to the additional cost per repair event that corrective work generates compared to scheduled work.
What changes when maintenance teams have these reports on day one?
The operational improvements from having live, prebuilt reports available from go-live are measurable and specific.
- Weekly operations reviews start with current data rather than with the question of whether the numbers from last week's export are still accurate
- Compliance gaps are identified before an audit rather than during one, which changes the outcome of the audit
- Capital replacement requests are supported by actual work order frequency data rather than by a supervisor's recollection of how often an asset has been repaired
- Dispatchers stop sending technicians to jobs that cannot proceed because parts are not confirmed, because the Open WOs Missing Parts report is part of the morning workflow
- Data quality issues in the asset registry are caught before a physical audit rather than discovered during one
- Warranty reimbursement opportunities are not missed because the expiration report gives 90 days of advance notice rather than zero
The Assets Reports workspace is part of FireFlight EAM and is available from go-live day. There is no setup phase for prebuilt reports. They read from the records the operation is already maintaining through normal maintenance workflows. Most EAM deployments are operational in weeks, not months, which means live reporting starts in weeks, not months after a separate reporting configuration phase.
Frequently Asked Questions
What reports are included in the FireFlight Assets Reports workspace?
How do the Assets Reports help with audit preparation?
What is the Hot Assets report and when should I run it?
What does the First-Time Fix Proxy report measure?
How does the Corrective vs Preventive WO Mix report help maintenance planning?
Can I run Assets Reports for a specific site or asset category only?
How current is the data in Assets Reports?
Ready to give your maintenance and operations teams 20 live reports that answer the questions they are currently waiting on someone else to answer for them?
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FireFlight Data Systems is a product of Phoenix Consultants Group. PCG founded 1995. All system configurations are custom-built for each deployment. Implementation timelines, module availability, and integration scope vary by organization. Contact PCG directly to discuss requirements specific to your operation.