In many cases the action of Closing the Loop is not being used at all, or not used to its full potential
Typically data either:-
a - doesn't get recorded at the job site
b – doesn't get accurately entered into the CMMS
c – doesn't get analyzed or
d – doesn't get follow up, in order to improve and fix the issues

The first thing to investigate is what information and data actually comes back from the PM or breakdown sheet ?
Often the job is done and the paperwork is “ticked off”.  Problem fixed and it took “x” number of hours.  Maybe a few words scribbled onto a greasy sheet of paper which is generally illegible and its then on to the next job.
If this all sounds familiar, then there is an immensely valuable resource which is slipping through the cracks.  I have seen this in many manufacturing operations where the managers will proudly boast of the sophisticated CMMS without fully understanding what is actually going on and what opportunities for improvement are being missed

There needs to be recognition and commitment at a senior level. Managers need to have a clear understanding of specifically what is required and there needs to be an ongoing drive to make sure that each link in the chain works.  At first it's not going to be easy and it needs to be managed with patience, but it needs to happen in order to get the payback.  Once the process is bedded down with some “wins” on the board and the workers at the coal face see things happening and improving, then it will become part of the culture.

In summary, there is a need to make sure that the system is accurately capturing and then analyzing the feedback -
a - ask the question, is there a better way ?
b - query and maybe use the 5 why's to determine the root cause?
c – determine if critical parts are failing on a regular basis ?
d – check if parts are wearing out too quickly ?
e – review the machine or parts and review the design
        for better reliability ?
        for longer life ?
        for quicker replacement times ? or
        for more safety ?

Maybe there is a need to consider a Brainstorming approach to “impossible” problems.  There are many companies selling formalized programs plus internet sites offering free discussion and techniques, such as Brainstorming
The bottom line is to Complete the Loop, get actions happening, measure the improvements and have less stress in your life.

Read part 1 - The Computer Maintenance Management System (CMMS) - is it working for you ?

& part 3 - CMMS Garbage In- Garbage Out