Example dataset for quick verification
| Available (h) | Scheduled (h) | Planned DT (h) | Unplanned DT (h) | Standby (h) | Idle (h) | Operating (h) | Time Util. | Sched Util. | Mech Avail. |
|---|---|---|---|---|---|---|---|---|---|
| 56 | 56 | 3 | 4 | 5 | 6 | 38 | 67.86% | 67.86% | 92.86% |
| 80 | 72 | 2 | 8 | 6 | 4 | 52 | 65.00% | 72.22% | 88.89% |
Formula used
- Available = ShiftHours × ShiftsPerDay × Days (unless overridden)
- Operating = Scheduled − (PlannedDT + UnplannedDT + Standby + Idle) (if blank)
- Time Utilization = (Operating ÷ Available) × 100
- Scheduled Utilization = (Operating ÷ Scheduled) × 100
- Mechanical Availability = ((Scheduled − UnplannedDT) ÷ Scheduled) × 100
- Effective Utilization = (Operating ÷ (Scheduled − PlannedDT)) × 100
- Productivity vs Plan = (ActualOutput ÷ PlannedOutput) × 100
- ActiveRate = Ownership + Fuel + Operator
- PassiveRate = Ownership + Operator
- TotalCost = (Operating × ActiveRate) + (NonProductive × PassiveRate)
- Cost/OpHr = TotalCost ÷ Operating
- LostHours = Scheduled − Operating and LostCost ≈ LostHours × PassiveRate
How to use this calculator
- Set the reporting period and shift pattern to estimate available hours.
- Enter scheduled hours and time buckets for downtime, standby, and idle.
- Leave operating hours blank to auto-calculate, or enter measured operating time.
- Add optional output quantities to compare productivity against the plan.
- Enter hourly costs to estimate total cost and cost per operating hour.
- Press Calculate to view KPIs above the form, then export CSV/PDF.
Utilization indicators that matter onsite
Equipment utilization is more than a single percentage. Time utilization shows how much of the full availability window becomes real operating time. Scheduled utilization isolates the shift plan and exposes dispatch gaps. Mechanical availability flags reliability by separating unplanned downtime from the rest. Effective utilization compares operating hours against scheduled hours after planned maintenance, helping crews judge whether the plan itself is realistic.
Collecting hours with consistent definitions
Use the same buckets every reporting period. Planned downtime covers preventive maintenance, inspections, fueling blocks, and planned safety holds. Unplanned downtime includes breakdowns, fault codes, and waiting for parts or mechanics. Standby means the machine is ready but cannot work because of access, materials, or coordination. Idle captures short waits, operator changeovers, and queueing inside the shift.
Interpreting results for productivity and cost
When productivity versus plan is below target, compare operating hours to the output trend. A stable operating total with lower output often signals longer haul distances, poor material condition, or slower cycle time. If operating hours are low while standby is high, focus on front end constraints. The cost model converts these losses into hourly impact by applying passive rates to non productive time.
Practical thresholds for rapid action
Many contractors treat 70 percent or higher time utilization as healthy for steady earthworks, while complex urban sites may trend lower. Scheduled utilization above 75 percent suggests the dispatch plan is working. Mechanical availability below 85 percent usually warrants a maintenance root cause review. Standby above 12 percent indicates upstream constraints, and idle above 12 percent suggests sequencing or handoff problems.
Reporting cadence and improvement loops
Update daily on critical packages and weekly on stable sections. Track results by equipment name and work package so the same machine can be compared across zones. Export CSV for dashboards and share the PDF in meetings. Pair numbers with causes, then assign owners for the top two losses. Over time, trends reveal whether planning or reliability drives performance.
FAQs
What is the difference between available and scheduled hours?
Available hours come from the shift pattern across the period. Scheduled hours are the hours you planned the machine to be on shift after roster, access, or contractual limits. Utilization ratios use these two baselines to reveal planning versus execution losses.
Should I enter operating hours or leave it blank?
Leave it blank when you only track time buckets. The calculator will compute operating hours from scheduled time minus planned downtime, unplanned downtime, standby, and idle. Enter operating hours only if you have meter readings or telematics you trust.
How do I separate standby from idle time?
Use standby when the machine is ready but cannot work due to external constraints such as material, permits, survey, or traffic control. Use idle for short internal waits during the shift like queueing, handoffs, or repositioning without production.
What mechanical availability level is considered healthy?
Many teams flag anything below 85 percent as a reliability issue worth investigating, while 90 percent or higher is often a strong target for well maintained fleets. Compare by equipment type and age, and review trends rather than one period.
How is cost per operating hour calculated here?
Total cost equals operating hours times the active hourly rate plus non productive hours times the passive rate. Active rate includes ownership, fuel, and operator. Passive rate excludes fuel. Cost per operating hour divides total cost by operating hours.
Can I use this for weekly fleet reporting across projects?
Yes. Keep consistent bucket definitions, record equipment and work package names, then export CSV for dashboards. Use the PDF summary for meetings. Tracking the same KPIs weekly helps separate planning constraints from maintenance constraints across the fleet.