CMMS Case Study: Build An Automated Asset Spare Parts List

Challenge: Constructing spare parts lists for assets

The first step in parts inventory management is understanding what spare parts and materials your company needs to keep on hand to repair equipment when it breaks. One way of building this bill of materials (BOM) is to work through each asset you have, defining the list of spare parts that are commonly used for repair one by one, and manually entering them into your CMMS or EAM system. This manual process is time-consuming and diverts resources away from other, more critical tasks.  Mainsaver offers a better approach.

Solution: Automate asset spare parts list creation with Mainsaver

Using Mainsaver Core, it is possible to build the bill of materials (BOM) for each asset automatically, over time.  As your normal maintenance processes continue, Mainsaver will gradually build a comprehensive list of the spare parts required for each asset. 

Methodology:

Use this process to automatically add spare parts to asset bill of materials lists.

1. Complete the asset record

  • On the asset record, enter the asset Manufacturer and Model Number. Mainsaver uses this information to build a common list of spares for all assets that are identical.
  • These two fields are required when building a Bill of Material.  If you don’t actually know the manufacturer or model number, you can enter default values into the fields as place holders. 
  • Both the asset Manufacturer and Model Number fields are direct, “add on the fly” fields, where new values can be entered directly.
Asset Record in Mainsaver Core showing where to add the manufacturer and model number

2. Turn on the Auto Spare Parts Function

  • In the Materials Module, make sure all non-consumable parts have the “auto-spare” check box checked on the details tab of the parts record. 
  • Checking this box tells Mainsaver that the part is allowed to be automatically added to asset bill of material lists.
Mainsaver Core PartsMaster record showing the box to check to enable automated asset spare parts tracking for each part

3.  Issue parts as normal

Continue to issue parts to work orders or assets as you have been in Mainsaver

  • Use the Part Issue transaction in the parts module
  • Use the Materials tab when completing/closing a work order
Work order record in Mainsaver Core showing a spare parts transaction being automatically tracked

4. Your Asset Spare Parts List Grows Automatically

As parts are issued to work orders or assets they will be automatically added to the appropriate asset spare parts list for future reference.

Shows a thermocouple that has been automatically added to the asset spare parts list for an asset in Mainsaver

Over time, as work orders are processed and parts are issued to the work orders, a comprehensive list of spare parts will begin to develop for key assets and frequent repair parts.

Benefits of Automating Asset Spare Parts List Creation

As parts are systematically issued to work orders or assets, Mainsaver’s dynamic functionality facilitates the creation of asset BOM lists, offering practical advantages:

Time Efficiency:

  • Automation significantly reduces the time and labor invested in manually constructing spare parts lists, enabling maintenance teams to focus on critical tasks.

Comprehensive Parts Lists:

  • Over time, as routine work orders are processed, a comprehensive spare parts inventory evolves for key assets and frequently used repair parts. This inventory becomes a valuable resource for maintenance planning.

Enhanced Maintenance Planning:

  • Armed with an up-to-date spare parts inventory, maintenance teams can strategically plan for future repairs, minimizing downtime and enhancing overall operational resilience.

Have a question? Need assistance? Contact Mainsaver’s Customer Support Team. We’re here to help!

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.