How to Manage Spare Parts Warehouse for Machinery, Heavy Equipment and Fleet

How to Manage Spare Parts Warehouse for Machinery, Heavy Equipment and Fleet
Spare parts warehouse management aims to prevent stock out of spare parts and ensure the availability of spare parts when needed so that the equipment repair process can run effectively through management under the authority of the PPIC department or the Supply Chain department but does not rule out the possibility that the authority lies with the Maintenance department depending on the review of operational interests in the factory organizational structure, supervised by a field supervisor (supervisor).

The spare parts warehouse management has a direct relationship to the spare parts purchasing department and the company's finance department.

Requests for the procurement of spare parts are made by users such as production machine operators, heavy equipment operators, transport vehicle drivers and other parts such as the general affairs and HR departments.

The function of the spare parts warehouse supervisor in general is to maintain the availability of goods / spare parts when repairing and maintaining company assets.

The measure of the success of the spare parts warehouse supervisor is that there is no stock out, namely the condition when the actual number of spare parts is below the minimum stock.

In order to have a clearer picture of the responsibilities of the spare parts warehouse supervisor as follows:
  1. Checking and receiving spare parts purchase purcashing. After the spare parts are declared to be in accordance with the specifications and the number of user requests, then enter the spare parts data into the stock transaction as an addition to the number of stocks.
  2. Make stock availability data and make spare parts procurement requests when the final stock of spare parts approaches the minimum stock.
  3. Issuing spare parts on repair and maintenance following the procedure.
  4. Make a stock position report every month.
Regarding point number 3 of the procedure for issuing spare parts, the following is an example of how to issue spare parts for repair and maintenance and this has been implemented by the author at a company, which can be used as a reference for making spare parts warehouse SOPs:
  1. Removing goods from the spare parts warehouse using the Work Order Workshop
  2. Removing goods from the spare parts warehouse using a Work Order
1. Removing goods from the spare parts warehouse using the Work Order for Workshops

Production machine operators, heavy equipment operators and vehicle drivers submit requests for repairs to the administration department of the maintenance department with proof of the issuance of the "work order workshop" signed by the maintenance department admin and operators.

The work order workshop listed the problem along with the possibility of the need for spare parts as well as hour meter and kilo meter data when repairs were carried out and was accepted by mechanics and repairs were immediately carried out.

The mechanic will ask for spare parts from the spare parts warehouse, whether the spare part data has been written in the work order workshop or additional spare parts from the results of the mechanic's own analysis, but these additional spare parts have not been written in the work order workshop.

When it is found that certain spare parts are not available in the spare parts warehouse, a purchase application will be made immediately to the purchasing department.

Cut the amount of stock for the production of these spare parts.

2. Removing goods from the spare parts warehouse using a WO (Work Order)

The user submits a request for repairs or procurement of equipment facilities/facilities that do not have hour meters or kilometers, submission of requests for repairs is addressed to the administration of the maintenance department and stated in the form of a WO.

This WO is distributed to related sections such as the welding/fabrication section and the electric section for immediate follow-up.

The welder or electrician will ask the spare parts warehouse, what are the spare parts needed, whether written in the WO or not written in the WO.

The spare parts warehouse clerk immediately fulfills the request and provides the spare parts to the welder / electrician, or immediately makes a request for the purchase of spare parts to the purchasing department if these spare parts are not available.

The spare parts warehouse officer will cut the stock for the spare parts expenditure.

Work Order Workshop and WO are standard forms registered in quality records used to submit requests for repairs or procurement of facilities. Work order workshop is used for equipment that has an hour meter or kilometer while WO is used for equipment that does not have these 2 measuring devices. Other languages ​​for work order workshop or WO in different companies include RJO (Repair Job Order), EJO (Engineering Job Order), ADR (Asset Damage Report).

Stock taking is carried out once a month under direct supervision from the finance department, as an auditor for spare parts audits. The auditor randomly takes samples of spare parts and examines the transaction traffic of the stock spare parts. If a discrepancy is found between the actual amount stored in the spare parts warehouse rack and the database reporting, the auditor is authorized to obtain an explanation from the spare parts warehouse supervisor and related manager.

How many people work in the spare parts warehouse?

Generally, apart from the spare parts warehouse supervisor, there is still 1 administrative person, 1 person preparing and tidying up the goods according to their place and 2 people serving the receiving and issuing of spare parts. So a total of around 5 people including the executive officer for replacing tire spare parts for the plant that owns a large number of transportation fleets.

The layout of the spare parts warehouse consists of several iron shelves / gondolas. Placement of fast moving spare parts is in the gondola closest to the exit. All spare parts are grouped based on their specifications and designation. The arrangement of the spare parts warehouse is made as neat as possible to facilitate the search for spare parts at user requests and facilitate storage.
Umar A
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