Critical Spares Classification & Reorder Worksheet

{ "Title": "Critical Spares Classification & Reorder Worksheet", "IntroductionHtml": "

Use this worksheet to capture part master data, evaluate criticality using a simple rubric, record supply and usage characteristics, and produce recommended safety stock, reorder point, and min/max guidance. The form saves your entries so teams can review, compare, and prioritize spare-part decisions. Read the Help notes beside each field for quick formulas and practical tips.

", "SubmitLabel": "Save worksheet", "SuccessMessage": "Worksheet saved. You can repeat for other parts or export the saved responses for analysis.", "DataType": "spares_worksheet_v1", "SchemaVersion": 1, "Fields": [ { "Key": "part_number", "Label": "Part number / SKU", "FieldType": "text", "HelpText": "Primary identifier used in your CMMS/ERP. Required.", "Required": true }, { "Key": "part_description", "Label": "Part description", "FieldType": "textarea", "HelpText": "Short description to help technicians and planners identify the item. Include alternate names or OEM references.", "Required": false }, { "Key": "machine_link", "Label": "Machine / asset link (ID or URL)", "FieldType": "text", "HelpText": "Link to the asset record in CMMS, a cell/location, or a URL to equipment documentation.", "Required": false }, { "Key": "replacement_procedure_link", "Label": "Replacement procedure link", "FieldType": "text", "HelpText": "Link to the standard work or replacement procedure so technicians can find instructions quickly.", "Required": false }, { "Key": "preferred_supplier", "Label": "Preferred supplier / vendor", "FieldType": "text", "HelpText": "Supplier name and part number. Note multiple approved suppliers if available.", "Required": false }, { "Key": "lead_time_days", "Label": "Typical supplier lead time (days)", "FieldType": "number", "HelpText": "Confirmed lead time from purchase order to delivery under normal conditions. Use calendar days. If lead time varies, record a conservative (higher) value.", "Required": true }, { "Key": "lead_time_confidence", "Label": "Lead time confidence", "FieldType": "select", "Options": [ { "Value": "high", "Label": "High (recent orders, confirmed)" }, { "Value": "medium", "Label": "Medium (some variability)" }, { "Value": "low", "Label": "Low (unverified or volatile supply)" } ], "HelpText": "How reliable is the lead-time estimate? Low confidence argues for higher safety stock.", "Required": true }, { "Key": "avg_usage_per_month", "Label": "Average usage (units per month)", "FieldType": "number", "HelpText": "Average consumption over the last 6–12 months or predicted usage rate. If intermittent, use a period-average or note usage pattern below.", "Required": true }, { "Key": "usage_pattern", "Label": "Usage pattern", "FieldType": "select", "Options": [ { "Value": "steady", "Label": "Steady (regular consumption)" }, { "Value": "intermittent", "Label": "Intermittent (occasional failures)" }, { "Value": "bursty", "Label": "Bursty (rare but large demand when failure occurs)" } ], "HelpText": "Choose the pattern that best matches how the part is used. Bursty and intermittent parts usually need different stocking logic.", "Required": true }, { "Key": "unit_cost", "Label": "Unit cost (local currency)", "FieldType": "number", "HelpText": "Purchase cost per unit. Useful for working-capital and ABC analysis.", "Required": false }, { "Key": "obsolescence_risk", "Label": "Obsolescence risk", "FieldType": "select", "Options": [ { "Value": "low", "Label": "Low" }, { "Value": "medium", "Label": "Medium" }, { "Value": "high", "Label": "High" } ], "HelpText": "Is the part going obsolete (EOL), manufacturer discontinued, or at risk due to model changes? High risk suggests buy-ahead / lifetime buy conversations.", "Required": false }, { "Key": "service_impact_score", "Label": "Service / production impact (0–5)", "FieldType": "scale", "HelpText": "0 = no impact, 5 = total line shutdown. Consider how a missing part affects throughput, safety, or regulatory compliance.", "Required": true }, { "Key": "safety_or_regulatory_impact", "Label": "Safety or regulatory impact (0–5)", "FieldType": "scale", "HelpText": "0 = none, 5 = immediate risk to people or compliance. Safety-critical parts should be prioritized even at higher carrying cost.", "Required": true }, { "Key": "substitutability_score", "Label": "Substitutability / interchangeability (0–5)", "FieldType": "scale", "HelpText": "0 = many substitutes available, 5 = unique, single-fit item with no alternatives. Unique items score higher for criticality.", "Required": true }, { "Key": "single_source_yesno", "Label": "Single-source / sole supplier", "FieldType": "yesno", "HelpText": "Select 'Yes' if only one known supplier exists or alternative suppliers require significant rework or long lead times.", "Required": true }, { "Key": "replacement_complexity", "Label": "Replacement complexity (0–5)", "FieldType": "scale", "HelpText": "0 = quick swap-out, <1 hour; 5 = requires extended downtime, skilled technician, alignment/calibration, or multiple parts.", "Required": true }, { "Key": "criticality_score", "Label": "Calculated criticality score (enter sum)", "FieldType": "number", "HelpText": "Add the numeric scores you entered above (service_impact + safety + substitutability + replacement_complexity). If single-source = Yes, add +2 to the sum. Use the total to assign a priority bucket: 12+ = Critical, 8–11 = High, 5–7 = Medium, 0–4 = Low.", "Required": true }, { "Key": "criticality_level", "Label": "Recommended criticality level", "FieldType": "select", "Options": [ { "Value": "critical", "Label": "Critical (keep on-hand, fast access)" }, { "Value": "high", "Label": "High (maintain safety stock; review suppliers)" }, { "Value": "medium", "Label": "Medium (reorder-on-demand with safety buffer)" }, { "Value": "low", "Label": "Low (buy-as-needed; consider kanban or no stock)" } ], "HelpText": "Choose the bucket that matches your organization's risk tolerance. Use the calculated score as a guide, not a rule.", "Required": true }, { "Key": "safety_days", "Label": "Recommended safety days of cover", "FieldType": "number", "HelpText": "A practical way to set safety stock is 'days of cover'. For example, enter 7 for one week of cover. Critical parts often need more days; low-risk items may be 0–2 days.", "Required": true }, { "Key": "recommended_safety_stock", "Label": "Recommended safety stock (units)", "FieldType": "number", "HelpText": "Guidance: safety stock ≈ (avg daily usage) × (safety_days). avg daily usage = avg_usage_per_month / 30. Alternatively, use your preferred statistical method. Enter the computed number here.", "Required": true }, { "Key": "reorder_point", "Label": "Reorder point (units)", "FieldType": "number", "HelpText": "Guidance: reorder point ≈ (avg daily usage × lead_time_days) + recommended_safety_stock. Calculate and enter the value here so planners know when to place the next order.", "Required": true }, { "Key": "min_stock", "Label": "Min stock level (units)", "FieldType": "number", "HelpText": "Common practice: min stock = recommended_safety_stock (or a floor value determined by spares policy). Enter the minimum quantity to keep on hand.", "Required": true }, { "Key": "max_stock", "Label": "Max stock level (units)", "FieldType": "number", "HelpText": "Common practice: max stock = min_stock + (average usage × coverage months). Example: min + avg_monthly_usage × 1 (one month coverage). Adjust for cost and obsolescence risk.", "Required": true }, { "Key": "reorder_policy", "Label": "Recommended reorder policy", "FieldType": "select", "Options": [ { "Value": "min_max", "Label": "Min/Max (replenish to max when at or below min)" }, { "Value": "reorder_point", "Label": "Reorder point (place PO when stock ≤ ROP)" }, { "Value": "kanban", "Label": "Kanban / pull (use bins/cards)" }, { "Value": "no_stock", "Label": "No stock (procure on demand)" } ], "HelpText": "Select a policy that fits the part's criticality and cost. Critical parts often use min/max or reorder point; low-cost, low-risk items can be buy-on-demand.", "Required": true }, { "Key": "notes", "Label": "Planner / technician notes", "FieldType": "textarea", "HelpText": "Any special considerations: tooling required, calibration after replacement, inspection frequency, recommended substitutes, kit requirements, or planned obsolescence actions.", "Required": false } ] }