{"id":5393,"date":"2021-05-14T17:10:37","date_gmt":"2021-05-14T17:10:37","guid":{"rendered":"https:\/\/mpulsesoftware.com\/?p=5393"},"modified":"2025-07-30T06:18:07","modified_gmt":"2025-07-30T06:18:07","slug":"root-cause-analysis","status":"publish","type":"post","link":"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/root-cause-analysis\/","title":{"rendered":"Root Cause Analysis Prevents Problems Before They Occur"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">A reactive maintenance strategy simply means when something breaks, you fix it. Many maintenance departments still use <a href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/lessons-from-a-reactive-maintenance-strategy\/\">reactive maintenance<\/a> today.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, maintenance managers know the difference between fixing something and understanding why it broke.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Organizations use root cause analysis as a tool to solve, and eventually prevent, underlying issues rather than putting out fires when something breaks. Maintenance personnel use these same principles in their work too, although sometimes more instinctively.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s talk about how root cause analysis can streamline your business and help improve your maintenance strategy.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-flat ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/root-cause-analysis\/#Root_Cause_Analysis_Explained\" >Root Cause Analysis Explained<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/root-cause-analysis\/#How_to_Perform_a_Root_Cause_Analysis\" >How to Perform a Root Cause Analysis<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/root-cause-analysis\/#What_Are_the_%E2%80%9C5_Whys%E2%80%9D_of_Root_Cause_Analysis\" >What Are the \u201c5 Whys\u201d of Root Cause Analysis?<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/root-cause-analysis\/#Using_Root_Cause_Analysis_to_Improve_Maintenance\" >Using Root Cause Analysis to Improve Maintenance<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Root_Cause_Analysis_Explained\"><\/span><span style=\"font-weight: 400;\">Root Cause Analysis Explained<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Root cause analysis refers to the process of discovering the root causes of problems in order to identify appropriate solutions.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This concept likely sounds very familiar to maintenance professionals because of the nature of maintenance work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, experienced maintenance techs can repair an asset and also understand the reason it broke in the first place. That firsthand knowledge gained from experience is the basis of root cause analysis in <a href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/six-things-your-plant-maintenance-software-needs\/\">plant maintenance<\/a>. It\u2019s just a more formal process.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Perform_a_Root_Cause_Analysis\"><\/span><span style=\"font-weight: 400;\">How to Perform a Root Cause Analysis<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Root cause analysis in plant maintenance can show where a failure occurred and why. That requires\u2026<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identifying the root cause of the failure<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Understanding how to fix the problem<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Applying this knowledge to prevent future failures<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">This type of primary source analysis fits naturally in the maintenance department. Let\u2019s take a simple, yet common issue\u2014changing the fluid or oil in a piece of equipment. You can apply root cause analysis in this situation with this five-step process.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Identify the problem. <\/b><span style=\"font-weight: 400;\">An asset failed. During a <\/span><span style=\"font-weight: 400;\">principal trigger inspection<\/span><span style=\"font-weight: 400;\">, you determine the viscosity of a lubricating oil or fluid has degraded. This degradation caused a part to overheat and fail, the equipment became unusable, and production stopped.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Collect data. <\/b><span style=\"font-weight: 400;\">Next, you collect data on the failure. In our simple example, you note that the fluid was not replaced in a timely manner. Using CMMS software, you know exactly what occurred and when\u2014or what didn\u2019t occur and should have.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Confirm the cause of the failure. <\/b><span style=\"font-weight: 400;\">After collecting the data, you confirm the cause of the failure. In this case, you recognize the symptoms of overheating due to a lack of lubrication, and then verify the cause.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Identify the solution.<\/b><span style=\"font-weight: 400;\"> It\u2019s possible there\u2019s more than one solution, or a solution requires multiple steps. Additionally, you may have to prioritize solutions. In this case, you decide establishing or adjusting the <\/span><span style=\"font-weight: 400;\">PM schedule<\/span><span style=\"font-weight: 400;\"> to replace the fluid is the most logical first step.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Monitor and verify the solution.<\/b><span style=\"font-weight: 400;\"> Again, you need good data here. CMMS software can help you track maintenance tasks and the results. In this case, you schedule inspections to make sure your solution worked and pull historical reports on the maintenance work at specific time periods.<\/span><\/li>\n<\/ol>\n<h2><span class=\"ez-toc-section\" id=\"What_Are_the_%E2%80%9C5_Whys%E2%80%9D_of_Root_Cause_Analysis\"><\/span><span style=\"font-weight: 400;\">What Are the \u201c5 Whys\u201d of Root Cause Analysis?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Root cause analysis requires understanding the \u201cwhy\u201d of a failure. But, as maintenance professionals know, failures can have multiple causes\u2014and one failure can be the cause of another.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Continuing with our simple example, we can dig deeper using the 5 \u201cwhys\u201d to get to the heart of the matter.<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #1: <\/b><span style=\"font-weight: 400;\">Why did the equipment fail?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer:<\/b><span style=\"font-weight: 400;\"> A part overheated.<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #2:<\/b><span style=\"font-weight: 400;\"> Why did the part overheat?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer:<\/b><span style=\"font-weight: 400;\"> The fluid or oil deteriorated to the point that the lack of lubrication caused the part to overheat.<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #3: <\/b><span style=\"font-weight: 400;\">Why did the fluid or oil deteriorate?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer:<\/b><span style=\"font-weight: 400;\"> It wasn\u2019t changed at the recommended time.<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #4:<\/b><span style=\"font-weight: 400;\"> Why wasn\u2019t it changed?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer: <\/b><span style=\"font-weight: 400;\">The PM was missed or not scheduled.<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #5:<\/b><span style=\"font-weight: 400;\"> Why was the PM missed or not scheduled?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer:<\/b><span style=\"font-weight: 400;\"> The schedule wasn\u2019t set up properly in the CMMS software.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Asking \u201cwhy\u201d eventually leads to the solution\u2014in this case setting up a schedule or improving the notification process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Note that while we went through five \u201cwhys,\u201d you could go through more. For example,<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Why #6:<\/b><span style=\"font-weight: 400;\"> Why wasn\u2019t the schedule set up properly in the CMMS software?<\/span><\/p>\n<p style=\"padding-left: 40px;\"><b>Answer: <\/b><span style=\"font-weight: 400;\">The team wasn\u2019t properly trained and made a mistake.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Note that each \u201cwhy\u201d has a partial solution. Getting to the root of the failure, however, prevents it from happening again.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Using_Root_Cause_Analysis_to_Improve_Maintenance\"><\/span><span style=\"font-weight: 400;\">Using Root Cause Analysis to Improve Maintenance<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Root cause analysis helps the maintenance team move from reactive to <a href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/reactive-vs-proactive-maintenance\/\">proactive maintenance<\/a>. As a result, you can make better use of your team\u2019s time and resources.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">CMMS software<\/span><span style=\"font-weight: 400;\"> helps with accurate information on what\u2019s impacting productivity, profitability, and corporate. And with that increased capability comes increased opportunity to improve organizational performance at all levels, including the maintenance department.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">CMMS software is the best tool you have for gathering, analyzing, and reporting data about your equipment and your team. And by using that data, you can make decisions based on hard evidence, instead of perceptions or assumptions.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Best of all, the cumulative nature of CMMS data means you can ask different questions in the future\u2014ones you might not even think about today.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Find out how MPulse CMMS software can help your maintenance team use root cause analysis. Leave a comment or <\/span><a href=\"https:\/\/mpulsesoftware.com\/contact\/\"><span style=\"font-weight: 400;\">contact us<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>A reactive maintenance strategy simply means when something breaks, you fix it. Many maintenance departments still use reactive maintenance today. However, maintenance managers know the difference between fixing something and understanding why it broke.\u00a0 Organizations use root cause analysis as a tool to solve, and eventually prevent, underlying issues rather than putting out fires when something breaks. Maintenance personnel use these same principles in their work too, although sometimes more instinctively. Let\u2019s talk about how root cause analysis can streamline your business and help improve your maintenance strategy. Root Cause Analysis Explained Root cause analysis refers to the process of discovering the root causes of problems in order to identify appropriate solutions.\u00a0 This concept likely sounds very familiar to maintenance professionals because of the nature of maintenance work.\u00a0 For example, experienced maintenance techs can repair an asset and also understand the reason it broke in the first place. That firsthand knowledge gained from experience is the basis of root cause analysis in plant maintenance. It\u2019s just a more formal process. How to Perform a Root Cause Analysis Root cause analysis in plant maintenance can show where a failure occurred and why. That requires\u2026 Identifying the root cause of the failure Understanding how to fix the problem Applying this knowledge to prevent future failures This type of primary source analysis fits naturally in the maintenance department. Let\u2019s take a simple, yet common issue\u2014changing the fluid or oil in a piece of equipment. You can apply root cause analysis in this situation with this five-step process. Identify the problem. An asset failed. During a principal trigger inspection, you determine the viscosity of a lubricating oil or fluid has degraded. This degradation caused a part to overheat and fail, the equipment became unusable, and production stopped. Collect data. Next, you collect data on the failure. In our simple example, you note that the fluid was not replaced in a timely manner. Using CMMS software, you know exactly what occurred and when\u2014or what didn\u2019t occur and should have.\u00a0 Confirm the cause of the failure. After collecting the data, you confirm the cause of the failure. In this case, you recognize the symptoms of overheating due to a lack of lubrication, and then verify the cause. Identify the solution. It\u2019s possible there\u2019s more than one solution, or a solution requires multiple steps. Additionally, you may have to prioritize solutions. In this case, you decide establishing or adjusting the PM schedule to replace the fluid is the most logical first step. Monitor and verify the solution. Again, you need good data here. CMMS software can help you track maintenance tasks and the results. In this case, you schedule inspections to make sure your solution worked and pull historical reports on the maintenance work at specific time periods. What Are the \u201c5 Whys\u201d of Root Cause Analysis? Root cause analysis requires understanding the \u201cwhy\u201d of a failure. But, as maintenance professionals know, failures can have multiple causes\u2014and one failure can be the cause of another. Continuing with our simple example, we can dig deeper using the 5 \u201cwhys\u201d to get to the heart of the matter. Why #1: Why did the equipment fail? Answer: A part overheated. Why #2: Why did the part overheat? Answer: The fluid or oil deteriorated to the point that the lack of lubrication caused the part to overheat. Why #3: Why did the fluid or oil deteriorate? Answer: It wasn\u2019t changed at the recommended time. Why #4: Why wasn\u2019t it changed? Answer: The PM was missed or not scheduled. Why #5: Why was the PM missed or not scheduled? Answer: The schedule wasn\u2019t set up properly in the CMMS software. Asking \u201cwhy\u201d eventually leads to the solution\u2014in this case setting up a schedule or improving the notification process. Note that while we went through five \u201cwhys,\u201d you could go through more. For example, Why #6: Why wasn\u2019t the schedule set up properly in the CMMS software? Answer: The team wasn\u2019t properly trained and made a mistake. Note that each \u201cwhy\u201d has a partial solution. Getting to the root of the failure, however, prevents it from happening again.\u00a0 Using Root Cause Analysis to Improve Maintenance Root cause analysis helps the maintenance team move from reactive to proactive maintenance. As a result, you can make better use of your team\u2019s time and resources. CMMS software helps with accurate information on what\u2019s impacting productivity, profitability, and corporate. And with that increased capability comes increased opportunity to improve organizational performance at all levels, including the maintenance department.\u00a0 CMMS software is the best tool you have for gathering, analyzing, and reporting data about your equipment and your team. And by using that data, you can make decisions based on hard evidence, instead of perceptions or assumptions.\u00a0 Best of all, the cumulative nature of CMMS data means you can ask different questions in the future\u2014ones you might not even think about today. Find out how MPulse CMMS software can help your maintenance team use root cause analysis. Leave a comment or contact us.<\/p>\n","protected":false},"author":6,"featured_media":5395,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[13,18],"tags":[],"class_list":["post-5393","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-maintenance-management","category-workplace-efficiency"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Discover the Key to Preventive Maintenance: Root Cause Analysis<\/title>\n<meta name=\"description\" content=\"Discover the benefits of root cause analysis for your maintenance department. 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