Spares Criticality Matrix & Replenishment Rule Template

{ "Title": "Spares Criticality Matrix & Replenishment Rule Template - Entry", "IntroductionHtml": "

Purpose

This template helps teams classify each spare part by criticality, capture key parameters (lead time, usage, redundancy, supplier risk, obsolescence), and record target replenishment rules so MRO inventory supports uptime without excess working capital.

Scoring rubric (use the numeric scales below)

• Impact of failure (1–5): 1 = trivial local impact, 5 = production stoppage, safety, regulatory or major customer impact.
• Lead time (1–5): 1 = same-day available, 5 = many months / custom.
• Redundancy (1–5): 1 = many identical spares / redundant systems, 5 = single point without spare.
• Annual usage (1–5): 1 = rarely used, 5 = frequent consumption.
• Supplier risk (1–5): 1 = multiple reliable suppliers, 5 = sole-source / high obsolescence risk.

Quick class guidance (example thresholds)

• Critical (total score 17–25): Hold dedicated safety stock; aim for very high service level (95–99%).
• Class A (13–16): High priority—maintain safety stock and fast reorder policies.
• Class B (8–12): Manage with regular review and replenish as needed.
• Class C (0–7): Low priority—consider consignment, vendor-managed inventory, or defer stocking.

Suggested min/max and reorder guidance (examples)

Recommended reorder point (ROP) formula: ROP = LeadTimeDemand + SafetyStock. LeadTimeDemand = LeadTimeDays × average daily usage. SafetyStock varies by class (Critical = higher). Example safety stock by class: Critical = 14 days demand, A = 7 days, B = 3 days, C = 0–1 day.

Min/Max practical suggestion: Min = SafetyStock; Max = LeadTimeDemand + OrderMultiple (or a quarter-year consumption cap).

Note: This template collects inputs and recommended values — integrate with CMMS/ERP or run periodic batch calculations to compute ROP and order quantities automatically.

", "SubmitLabel": "Save Assessment", "SuccessMessage": "Spares assessment saved. Repeat for other parts or export results to build class-level reorder rules.", "DataType": "SparesCriticalityAssessment", "SchemaVersion": "1.0", "Fields": [ {"Key": "partNumber", "Label": "Part number / SKU", "FieldType": "text", "Required": true, "HelpText": "Unique identifier used in CMMS or ERP (e.g., SKU, internal number)."}, {"Key": "partName", "Label": "Part name / description", "FieldType": "text", "Required": true, "HelpText": "Short descriptive name used on inventory records."}, {"Key": "assetTag", "Label": "Primary asset or system tag", "FieldType": "text", "Required": false, "HelpText": "Asset identifier this spare is primarily associated with (if applicable)."}, {"Key": "impactScore", "Label": "Impact of failure (1 = low, 5 = very high)", "FieldType": "scale", "Required": true, "HelpText": "Operational, safety, quality, regulatory, or customer impact.", "Scale": {"Min": 1, "Max": 5}}, {"Key": "leadTimeDays", "Label": "Supplier lead time (days)", "FieldType": "number", "Required": true, "HelpText": "Typical procurement lead time from order to delivery. Use mean or validated supplier commitment."}, {"Key": "leadTimeScore", "Label": "Lead time score (1 = short, 5 = long)", "FieldType": "scale", "Required": true, "HelpText": "Translate leadTimeDays into a 1–5 score (guidance: 1=0–2d, 2=3–7d, 3=8–21d, 4=22–60d, 5=>60d).", "Scale": {"Min": 1, "Max": 5}}, {"Key": "redundancyScore", "Label": "Redundancy (1 = many, 5 = none)", "FieldType": "scale", "Required": true, "HelpText": "How many alternative spares or redundant systems exist?", "Scale": {"Min": 1, "Max": 5}}, {"Key": "annualUsage", "Label": "Average annual usage (units per year)", "FieldType": "number", "Required": true, "HelpText": "Average consumption per year based on historical demand or forecasts."}, {"Key": "usageScore", "Label": "Usage score (1 = rare, 5 = frequent)", "FieldType": "scale", "Required": true, "HelpText": "Translate annual usage into 1–5 for scoring (guidance: 1=0–1/yr, 2=2–5/yr, 3=6–20/yr, 4=21–100/yr, 5=>100/yr).", "Scale": {"Min": 1, "Max": 5}}, {"Key": "supplierRiskScore", "Label": "Supplier risk (1 = low, 5 = high)", "FieldType": "scale", "Required": true, "HelpText": "Consider sole-source, single-factory, obsolescence, financial risk.", "Scale": {"Min": 1, "Max": 5}}, {"Key": "currentOnHand", "Label": "Current on-hand quantity", "FieldType": "number", "Required": true, "HelpText": "Physical count or latest inventory balance."}, {"Key": "averageDailyUsage", "Label": "Average daily usage (units/day)", "FieldType": "number", "Required": false, "HelpText": "If known, else the system/user can compute: annualUsage / 365."}, {"Key": "computedScoreNote", "Label": "Scoring total (sum of the five scores)", "FieldType": "text", "Required": false, "HelpText": "This field is informational — enter the sum of the five score fields or leave blank if you compute externally."}, {"Key": "recommendedClass", "Label": "Recommended inventory class (Critical / A / B / C)", "FieldType": "select", "Required": true, "HelpText": "Choose class after scoring. Example thresholds: Critical 17–25; A 13–16; B 8–12; C 0–7.", "Options": [ {"Value": "critical", "Label": "Critical"}, {"Value": "A", "Label": "Class A"}, {"Value": "B", "Label": "Class B"}, {"Value": "C", "Label": "Class C"} ]}, {"Key": "suggestedSafetyStockDays", "Label": "Suggested safety stock (days of demand)", "FieldType": "number", "Required": true, "HelpText": "Enter safety stock expressed as days of average demand. Example by class: Critical = 14, A = 7, B = 3, C = 0–1."}, {"Key": "recommendedROP", "Label": "Recommended reorder point (units)", "FieldType": "number", "Required": true, "HelpText": "ROP = LeadTimeDays × averageDailyUsage + (suggestedSafetyStockDays × averageDailyUsage). If averageDailyUsage not entered, compute after export/integration."}, {"Key": "minLevel", "Label": "Min stock level (units)", "FieldType": "number", "Required": true, "HelpText": "Suggested: equal to safety stock (units)."}, {"Key": "maxLevel", "Label": "Max stock level (units)", "FieldType": "number", "Required": true, "HelpText": "Suggested: LeadTimeDemand + order multiple or quarterly cap."}, {"Key": "orderMultiple", "Label": "Order multiple / EOQ guidance (units)", "FieldType": "number", "Required": false, "HelpText": "If you prefer fixed multiples or economic order quantity guidance, record it here."}, {"Key": "preferredSuppliers", "Label": "Preferred supplier(s)", "FieldType": "textarea", "Required": false, "HelpText": "List supplier names, contact records, and part numbers."}, {"Key": "obsolescenceFlag", "Label": "At risk of obsolescence?", "FieldType": "yesno", "Required": true, "HelpText": "Mark yes if part is nearing end-of-life or has diminishing sources."}, {"Key": "obsolescenceNotes", "Label": "Obsolescence & mitigation notes", "FieldType": "textarea", "Required": false, "HelpText": "Describe alternatives, redesign options, or recommended lifetime buys."}, {"Key": "linkedFailureModes", "Label": "Linked failure mode(s) and PM plan reference", "FieldType": "textarea", "Required": false, "HelpText": "Reference failure mode IDs or PM task IDs in your CMMS so parts are traceable to failure logic."}, {"Key": "lastReviewDate", "Label": "Last review date", "FieldType": "text", "Required": false, "HelpText": "Date of last validation or count (YYYY-MM-DD)."}, {"Key": "reviewCadence", "Label": "Periodic review cadence", "FieldType": "select", "Required": true, "HelpText": "How frequently this part will be reviewed for count and policy accuracy.", "Options": [ {"Value": "monthly", "Label": "Monthly"}, {"Value": "quarterly", "Label": "Quarterly"}, {"Value": "biannual", "Label": "Biannual"}, {"Value": "annual", "Label": "Annual"} ]}, {"Key": "notes", "Label": "Additional notes / actions", "FieldType": "textarea", "Required": false, "HelpText": "Anything else the maintenance or procurement team should know (e.g., lead time variability, test fit requirements)."} ] }