Asset management & maintenance
Spare parts management: keeping critical equipment running
Manage maintenance spare parts: critical spares, stocking decisions, min-max levels, issuing to work orders, obsolete parts and storeroom controls.
When a critical machine breaks down, the repair often waits not for the technician but for a part. Many Philippine plants and facilities depend on imported spares with long lead times, so a missing bearing or control board can stop a line for days. At the same time, storerooms fill up with parts for machines the company no longer owns. Spare parts management balances availability against cost.
Types of spare parts
| Type | Examples | Stocking approach |
|---|---|---|
| Critical spares | Parts whose failure stops production or safety systems | Keep on hand, even if rarely used |
| Routine wear parts | Filters, belts, seals, bulbs | Min-max levels based on usage |
| Consumables | Lubricants, cleaning materials | Regular replenishment (consumables management) |
| Rotable or repairable parts | Motors, pumps that can be refurbished | Track by serial number; repair cycle |
| Non-stock items | Rare parts with short lead times | Order when needed |
Deciding what to stock
Ask three questions for each part:
- What happens if it fails and we don't have it? (production loss, safety risk, customer impact)
- How long does it take to get? (local vs. imported, supplier reliability)
- How often is it used?
Critical parts with long lead times should be stocked even if used rarely. Common parts with short local lead times may not need stock at all. Start by ranking equipment by criticality.
Min-max levels
For routine parts, set:
- Minimum (reorder point): usage during lead time plus safety stock
- Maximum: minimum plus a sensible order quantity
Example: a conveyor belt part is used 4 times a month; the supplier needs 1 month to deliver; safety stock is 2. Minimum = 4 + 2 = 6; order 6 when stock falls to 6; maximum = 12.
See reorder point and safety stock for formulas.
Issuing parts to work orders
Every part issued should be linked to a work order and an asset. That keeps stock accurate, shows the true maintenance cost per asset and reveals equipment that consumes unusual amounts of parts (maintenance work orders).
Storeroom controls
- Locked or restricted storeroom with a custodian
- Bin locations and clear labels, including part numbers and compatible equipment
- Issues only against work orders or approved requests
- Returns of unused parts recorded
- Cycle counts for high-value parts (cycle counting)
Obsolete and excess parts
Review parts with no movement in 12 months and parts for retired equipment. Options: return to supplier, sell, transfer to another site with the same equipment, or write off with approval (asset disposal).
Spare parts KPIs
| KPI | Purpose |
|---|---|
| Stock-out rate for critical spares | Availability |
| Downtime hours waiting for parts | Impact of shortages |
| Inventory value and turnover | Cost |
| Obsolete parts value | Waste |
| Inventory record accuracy | Data quality |
Where Cirquolus fits
The Cirquolus asset management system includes consumables and depot management alongside service requests, engineering work and vendor service, so parts issued to maintenance are linked to assets. Purchasing handles replenishment and inventory audits support counts.
Frequently asked questions
What are critical spare parts?
Parts whose absence during a failure would stop production, create safety risks or significantly affect customers.
How do you decide which spare parts to stock?
Consider failure impact, lead time and usage. Stock critical parts with long lead times even if they are rarely used.
What is min-max inventory for spare parts?
A method where parts are reordered when stock reaches a minimum level, up to a maximum level.
Why link spare parts to work orders?
To keep stock accurate and know the true maintenance cost of each asset.
Bring this workflow to a Cirquolus demo.
Show us your current process, companies and branches. We will map it to the modules you need and propose a realistic rollout.