How To Optimize Your Business’s Spare Parts Management With CMMS

Published by Cryotos Admin on

How To Optimize Your Business's Spare Parts Management With CMMS

Effective spare parts management is critical to the success of any maintenance organization. The cost of spare parts can represent a significant percentage of the total maintenance budget, and the efficient use of spare parts can have a major impact on the organization’s bottom line.

The level of sophistication of the spare parts management system will vary depending on the size and complexity of the operation. However, all spare parts management systems share certain basic elements.

computerized maintenance management system (CMMS) is essential for managing spare parts and other maintenance resources. This guide will discuss the basics of spare parts management and how a CMMS can help you optimize your spare parts inventory and improve your maintenance operations.

What are Spare Parts?

At its simplest, a spare part is an item of inventory that is used to replace a failed or damaged component of a machine or system. In many cases, spare parts are interchangeable with the parts they are replacing and can be used without modifications. However, some spare parts are designed for repair or refurbishment and may require special installation tools or skills.

There are Three Main Categories of Spare Parts:

-Repair Parts: Repair parts are spare parts that are used to repair a failed or damaged component. In many cases, repair parts are identical to the parts they are replacing and can be installed without modification.

-Refurbishment Parts: Refurbishment parts are spare parts that are used to refurbish a failed or damaged component. Refurbishment parts may require special tools or skills to install and may not be identical to the parts they are replacing.

-Obsolete Parts: Obsolete parts are spare parts that are no longer manufactured and are no longer available from the original equipment manufacturer (OEM). In some cases, obsolete parts can be replaced with refurbishment parts or repair parts.

The Benefits of Effective Spare Parts Management

An effective spare parts management system can have several benefits for a maintenance organization, including:

-Reduced downtime: By keeping a stock of spare parts on hand, a maintenance organization can reduce the downtime associated with repairs.

-Improved equipment uptime: By having the spare parts needed to repair equipment quickly, a maintenance organization can reduce the downtime of the equipment essentially improving the uptime of the assets.

-Reduced maintenance costs: By having the spare parts needed to repair equipment quickly, a maintenance organization can reduce the maintenance, rehabilitation, and operating (MRO) costs. 

-Improved customer satisfaction: By having the spare parts needed to repair equipment quickly, a maintenance organization can improve customer satisfaction. 

What is a CMMS?

A CMMS is a computerized maintenance management system that is used to track and manage maintenance activities. CMMS software is used to plan, schedule, and track maintenance work, and to store and manage maintenance-related data. 

How does a CMMS help with Spare Parts Management?

A CMMS can help with spare parts management in different ways:

-Tracking of spare parts: A CMMS can be used to track the spare parts inventory. This includes keeping track of the quantity of each spare part, the location of each spare part, and the lead time for each spare part.

-Planning of spare parts purchases: A CMMS can be used to plan the purchase of spare parts including the quantity of each spare part needed, and the budget for each spare part.

-Reordering of spare parts: A CMMS can be used to reorder spare parts. This can be an automated process where the orders can be initiated once a certain number in the inventory is reached to make sure that critical parts are always in stock. Reordering can also be
clubbed with scheduling to keep the unobstructed flow of crucial spare parts in an organization.  Scheduling can include the lead time for each spare part, the location of each spare part, and the budget for each spare part.

– Establishing a re-order level: A re-order level is the minimum quantity of a spare part that should be kept on hand. It is the level at which new orders should be placed to replenish the spare parts inventory. There are many benefits to establishing a re-order level for spare parts inventory management. Perhaps most importantly, it can help avoid stock outs of critical components, which can lead to production downtime and lost revenue. Additionally, it can help ensure that spare parts are available when needed while avoiding excess inventory and associated carrying costs.

Another significant advantage of having a re-order level is that it can help improve customer satisfaction by ensuring that parts are available when they are needed. This is especially important for businesses that sell to other businesses, as production downtime can have a ripple effect on the entire supply chain. Finally, having a re-order level can help businesses manage their cash flow more effectively, as they can
avoid tying up too much capital. The re-order level can be determined by considering the frequency of failures, the lead time for the spare part, and the availability of the spare part.

Cryotos CMMS for Spare Parts Management

There are several things to consider when deciding whether to use CMMS software or manual entry for spare parts management. One is the size of your spare parts inventory. If you have a large inventory, it may be difficult to keep track of everything manually. CMMS software can help you keep track of your spare parts and their locations.

Another thing to consider is the frequency with which you need to order spare parts. If you need to order spare parts frequently, CMMS software can help you keep track of when you need to order and how much you need to order. But maintaining spare parts using pen and paper or an excel sheet leaves room for human error and inconsistencies which can be detrimental to the operations of an organization.

Cryotos offers a comprehensive cloud CMMS software solution that can be used for spare parts management. The software includes an inventory module that can be used to track and manage spare parts inventory. The inventory module includes features such as:

-Quantity tracking

-Location tracking

-Lead time management

-Purchase planning


 Cryotos also offers a mobile app that can be used to access the CMMS software from a mobile device. The mobile app includes
features such as:

-Viewing of spare parts inventory

-Adding and removing of spare parts

-Checking out and in of spare parts

-Searching for spare parts

-Scanning of QR codes

Here are some key benefits of using Cryotos CMMS software:

1. Automates the identification and ordering of spare parts

2. Reduces the possibility of human error

3. Saves time by eliminating the need to manually track and order spare parts

4. Provides a clear and concise overview of all spare parts inventory

5. Enables spare parts to be easily sorted and searched for

Overall, using Cryotos CMMS software for spare parts management provides quite a few advantages and benefits that can help to improve the efficiency and effectiveness of the spare parts management process.


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