How to manage my spare parts in my CMMS?

Stock and warehouse management is often associated with a company's performance as well as with its maintenance department. It is strategic to the management of daily maintenance tasks and to the scheduling of future preventive work. Many companies experience drops in efficiency as a result of maintenance issues, especially when their engineers do not know where to find a spare part in the warehouse or when a component required for restarting a production line is out of stock.

Two solutions are available to help you overcome these problems and make the work of your warehouse managers and maintenance engineers as easy as possible: you can either track your orders, together with the locations and quantities of your spare parts from your ERP software, or choose to manage your spare parts directly from your CMMS. The optimal solution normally depends on how a company manages its cash flows: for accounting purposes, some industrial groups prefer to keep all activities relating to cash flows in their ERP systems. In this scenario, maintenance managers usually need to link the information between their CMMS and their ERP software to optimise their decision-making.

The Mobility Work CMMS gives you the option to use either of these solutions:

  • Connect your CMMS to your ERP software and transfer the data you require to your Mobility Work system (locations, quantities or any other data from your ERP). To find out more, take a look at our tutorial.
  • Manage your stock in your Mobility Work CMMS.

How do I create a spare part in my Mobility Work CMMS?

There are four ways to create a spare part:

  • Duplicate a spare part from an item of equipment available in the community or from a supplier's spare parts catalogue. Why create a spare part in your CMMS software when someone has already created it for you? Duplicating a spare part will enable you to retrieve a whole range of information, such as a description of the equipment and its official characteristics.
  • To create a new spare part in your CMMS, simply enter the following information:
    • The name of the spare part
    • The description of the spare part
    • A photo of the spare part
    • The cost centre (representing a financial or geographical breakdown of the spare part)
    • The number of parts in stock
    • The location of the spare part
    • The unit price of the spare part
    • The minimum stock level for the spare part
    • The maximum stock level for the spare part
  • Import all of your spare parts together from an Excel file into your Mobility Work CMMS at no additional cost.
  • Import your spare parts along with any other data from your ERP software via Mobility Work's PLCs or from a flat .CSV or .TXT file.

How do I remove a spare part from stock for a maintenance task in my Mobility Work CMMS?

When performing a maintenance operation, an engineer will need to remove spare parts from the available stock. With the Mobility Work CMMS, this can be done when the maintenance report is produced in the software.

For example, when replacing a Leroy Somer LS72 motor on a shot blasting machine, the engineer will be able to view the amount of spare parts in stock and their location in the warehouse. It is then simply a matter of entering the amount of spare parts used, a comment on the work completed, and details of the time spent. All of this information will then be accessible to any Mobility Work CMMS user in the factory.

How can I create parts lists in the Mobility Work CMMS?

Parts lists are often very difficult to create in a CMMS. This is a process that requires time, resources and a thorough knowledge of each and every item, including its exact location on each machine.

The Mobility Work CMMS makes it easier for you to manage these parts lists when carrying out maintenance on a piece of equipment.

When spare parts are removed from stock in your CMMS, they will appear on the relevant equipment form, enabling you to create parts lists for your machines automatically. All items of equipment for which a spare part has been taken will also be displayed on the spare part form.

How do I add spare parts to my stock?

When your warehouse manager receives a delivery of new spare parts, you will want to update the stock quantity in your CMMS software. To do this, it is simply a matter of viewing the relevant spare part form and clicking on the 'Add a spare part' button. All you will then need to do is enter the delivery date and the number of parts received, and your stock information will be updated automatically in your CMMS.

The table of received stock on the spare part form will display all stock movements, the users concerned, the date and the quantity received. The table of removed stock will show similar information.

How can I filter my spare parts?

The equipment search function will allow you to apply various filters in your CMMS software, enabling you to select particular spare parts based on pre-defined criteria. The following filters can be used for spare parts:

  • Warehouse location
  • Minimum stock level
  • Maximum stock level
  • Minimum unit price
  • Maximum unit price
  • It is also possible to filter any spare parts with stock levels lower than the minimum quantity stated on the spare part form.

You can then download the automatically generated spare parts list from your CMMS in Excel (.CSV, .XLS) or PDF format. You can also save your searches and filters to save time if you think you might need to use them again in the future.

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How can I analyse my data on spare parts removed from stock?

Mobility Work's spare parts analysis module allows you to view the following data for a given period:

  • The total cost of the removed spare parts
  • The number of removed spare parts
  • The cost of the spare parts used by month
  • The cost of the spare parts used by keyword (preventive, electrical, mechanical, etc.)
  • The cost of the spare parts used by machine
  • The most frequently used spare parts
  • The spare parts used with the highest total cost
  • A summary of removed spare parts by maintenance task and by engineer

To find out more, take a look at our tutorial on Mobility Work's data analytics tool.

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