![]() These parts need to be stored in a designated area for these types of parts. Receive in used parts from trades people that need to be repaired/rebuilt by a vendor and parts that need to be replaced under warranty.Notify the buyer their item(s) have been received. Store them in a designated area for these types of parts. Receive special order, non-inventory items.Make the appropriate CMMS inventory quantity adjustments. Receive items back into the storeroom previously disbursed but not needed in the plant for maintenance WO’s.Perform the required CMMS transactions recording the disbursement. Retrieve and disburse parts to people who need them.Create new locations for items that are new inventory items. Move the incoming parts to their designated storage locations.If there are many similar items under various warranty schedules, the clerk tracks all serial numbers on a serial expiration timeline. Most OEM warranty periods start when the item is shipped from an OEM or vendor to us. This is very important if we hope to get items replaced under warranties. Record the serial numbers of all incoming items under warranty.For non-inventoried items, attach a 3” x 5” paper tag to the item that lists the item name, where used, WO and PO number, storage location and name of person who ordered it. If an item being received is an inventoried item, print a bar code label and attach it to the item.Handle all parts safely and ensure no items get damaged.Receive incoming shipments, check for damaged items, check the packing slip against the PO to see if we received what we ordered and update the CMMS.Here are ‘must have’ roles for these categories. Conduct initial and regular follow up training to ensure clerks, maintenance teams, purchasing and plant engineering managers and teams understand and carry out their responsibilities. The person who is developing your spare parts management program must define each person’s role in detail. Responsibilities for everyone who touches inventory control ![]() Item identification and part numbers are used by the maintenance worker, supervisors, engineering, purchasing and inventory control. The information stored will include: item description, location, quantities on-hand, vendor info, Min/Max’s and more. Information for identification, on-hand balances and replenishment of items is stored in the plant’s CMMS system. Inventory items are items being stored somewhere in the plant for future use. Maintaining a world-class inventory system requires that everyone understand the processes and procedures this level of efficiency requires. ![]() Operations and management of a world class spare parts inventory system Training for clerks must be done by someone with a track record of success in keeping storeroom and inventory mistakes to an absolute minimum. In addition to “show and tell” training for the clerks, post digital photos of all items to computerized maintenance management system (CMMS) data. Besides normal storeroom functions, clerks must be trained in parts identification. Clerks are trained to perform and be held accountable for them. Specific, practical and efficient processes and procedures must be written for all functions of the storeroom. Procedures and training for storeroom clerks When only storeroom clerks perform these tasks, others are free to focus on production and maintenance responsibilities. In a world-class storeroom, clerks are responsible for tasks others may have done before. If you are a three-shift operation (including maintenance on non-production shifts), you will need at least three storeroom clerks per day. If clerks aren’t held accountable, there will be no accuracy. They alone have the responsibility and accountability to maintain inventory accuracy. Storeroom clerks alone will perform all computer transactions and all cycle counting to ensure inventory accuracy. They’ll retrieve and disburse parts from the storeroom to the people that need them. Clerks will place the received items in their proper storage locations. Assign clerks with the sole responsibility to bring parts into the storeroom (receiving function). The only way to maintain inventory accuracy? Lock the storerooms.
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