Managing Maintenance Parts and BOMs

The act of managing maintenance parts and BOMs is similar to managing regular parts and BOMs, the difference being maintenance materials are used to clean or facilitate machines and equipment in Facilities. Maintenance parts are created as non-stock parts via Inventory > Item Master and represent Maintenance, Repair, and Operations (MRO) tasks, either preventive or corrective, which are assigned to individual Work Centers or Containers.

Since maintenance tasks are scheduled in DEACOM as Maintenance Jobs, the non-stock parts are created as Finished Goods and used in those Job headers. For corrective maintenance, a generic non-stocked part must exist with no pre-defined BOM (supplies are added as a Custom BOM on-the-fly). For preventive maintenance, non-stocked parts, complete with Routings and BOMs, must be created. Maintenance parts are added to Jobs just like production parts are. Users will still issue to, close/relive, and log on and off Maintenance Jobs the same as Production Jobs, the only difference is that these will be labeled as Maintenance Jobs as opposed to the usual Production Job.

Lastly, setting up all the supply parts allows users to track, purchase, assign to BOMs, issue, and consume those supplies just like any other part in DEACOM. This results in a more cohesive view of all items on hand at a facility and the costs that go into maintaining a well-running production floor. Additional general information on Routings and BOMs is available via the Managing Routings and Managing Formula Revisions pages, respectively.

Configuration

Refer to the Configuration section of Designing a Part Numbering System and Creating Parts for the required setup.

Process

In general, it is best to have existing part templates for use when creating new parts. That way, essential information is already filled in and won't be mistakenly skipped over or entered incorrectly. With templates, users can simply choose an existing part, copy its details, edit the necessary fields, and save the new record. This process, covered on Designing a Part Numbering System and Creating Parts, saves time and energy and avoids errors during record creation. It is important to review the details related to setting up standard items in DEACOM before continuing as this pages focuses solely on the settings specific to MRO.

Creating a non-stock part

  1. Navigate to Inventory > Item Master.
  2. Set "Report Type" to "Standard" and click "View" to load a list of existing items.
  3. Select the template that most closely matches the qualities of a non-stock part (refer to Item Master Properties Tab Templates for an example of how Properties should be set) and click "Copy Part".
  4. On the Copy Part form, enter a New Part Number and New Description.
    1. Note: It is recommended to use an MRO-specific naming convention. A best practice is to create one uniquely named part to be used specifically for corrective maintenance tasks (i.e. "MRO-Corrective"). Then, every time something breaks and a Job needs to be created to track that corrective maintenance, that part will be used as the Finished Good in the Job header.
  5. Review the flags on the Copy Part form and when confirmed correct, click "Save". This action will create the new Part record and return the user to the Item Master report, which now lists the new record.
  6. Select the Part that was just created and click "Modify" to open the Edit Item Master form.
  7. On the General 1 tab:
    1. Set the Category and Sub-Category for the Part (it is recommended to use MRO-specific options).
    2. Set the Item Planner (it is recommended to use an MRO-specific planner).
    3. Set the "Item Type" to "Finished Good".
    4. Enter Notes, which will act as instructions to perform the maintenance.
  8. When setting up high level tasks, on the Properties tab, check only the following boxes:
    1. Active
    2. Manufactured
    3. No Substitutes Allowed
    4. Roll Up Material Costs from BOM
    5. Roll Up Labor Costs from Routing
    6. Roll Up Burden Costs from Routing
  9. When setting up SOP instructions, on the Properties tab, check only the following boxes:
    1. Active
    2. Allow on BOMs
    3. Print on Job Pick List
    4. No Substitutes Allowed
  10. Verify the accounts listed on the Accounts tab.
  11. Click "Save" once setup is complete.

Creating a supply part

  1. Navigate to Inventory > Item Master.
  2. Set "Report Type" to "Standard" and click "View" to load a list of existing items.
  3. Select the template that most closely matches the qualities of a supply part (refer to Item Master Properties Tab Templates for an example of how Properties should be set) and click "Copy Part".
  4. On the Copy Part form, enter a New Part Number and New Description.
    1. Note: It is recommended to use an MRO-specific naming convention.
  5. Review the flags on the Copy Part form and when confirmed correct, click "Save". This action will create the new Part record and return the user to the Item Master report, which now lists the new record.
  6. Select the Part that was just created and click "Modify" to open the Edit Item Master form.
  7. On the General 1 tab:
    1. Set the Category and Sub-Category for the Part (it is recommended to use MRO-specific options).
    2. Select a Unit of Measure appropriate for the supply part.
    3. Set the Item Planner (it is recommended to use an MRO-specific planner).
    4. Set the "Item Type" to "Supplies".
  8. On Properties tab, check the following boxes:
    1. Active
    2. Stocked
    3. PO Taxable
    4. Purchasable
    5. Allow on BOMs
    6. Inherit System Part Forms
    7. Print on Job Pick List
    8. No Substitutes Allowed
    9. Include in MRP
  9. Verify the accounts listed on the Accounts tab.
  10. Click "Save" once setup is complete.

Creating a maintenance formula

  1. Navigate to Inventory > Bills Of Material.
  2. Click "New" to open the Edit Bill Of Materials form.
  3. In the "Part Number" field, select the maintenance task part for which the formula is being created.
  4. Name the revision "MRO" or something similar to signify this BOM is for use on Maintenance Jobs.
  5. Select a "Formulator" (it is recommended to use an MRO-specific formulator).
  6. Verify that the "Formula Unit" is set to EA for a Unit of Measure of eaches and set the "Batch Yield" to 1.
  7. Check the "Default" flag and ensure the "Active" flag is checked.
  8. Click “Add” to open the Edit BOM Line form.
    1. For stocked parts that are to be consumed on the Maintenance Job, add them as if it were a production BOM.
    2. For non-stocked parts that are meant to be instructions on how to complete the job, select the appropriate instructional Part Number and enter the instructions in the “Notes” field.
  9. Click "Next" to continue adding BOM Lines or save and close to return to the Edit Bill Of Materials form.
  10. Once all BOM lines have been added to the formula, save and close it.