Critical Spares Classification & Stocking Matrix — Interactive Worksheet

{ "Title": "Critical Spares Classification & Stocking Matrix", "IntroductionHtml": "

This interactive worksheet helps you classify spare parts by criticality, record failure and supplier metrics, and produce rational stocking rules and reorder points. Use it jointly with reliability engineering, maintenance, and procurement. The form captures consistent data you can save to your CMMS or inventory system later.

Scoring guidance: capture the four impact scores below (1 = low, 5 = very high). Add the scores to produce a simple Criticality Score (4–20). Use the suggested thresholds as a starting point: 15–20 = Critical, 11–14 = Important, 4–10 = Routine. Adjust thresholds to suit your operation.

", "SubmitLabel": "Save spares record", "SuccessMessage": "Spares record saved. Use the saved data to populate your CMMS, drive stocking rules, or attach to the asset reliability plan.", "DataType": "SparesClassificationForm", "SchemaVersion": "1.0", "Fields": [ { "Key": "part_number", "Label": "Part number / SKU", "FieldType": "text", "HelpText": "Enter the manufacturer part number, internal SKU, or both.", "Required": true }, { "Key": "part_description", "Label": "Part description", "FieldType": "textarea", "HelpText": "Short description (fit, function, common alternatives)." }, { "Key": "asset_reference", "Label": "Linked asset / equipment", "FieldType": "text", "HelpText": "Asset tag, location, or a URL to the CMMS asset page." }, { "Key": "safety_impact", "Label": "Safety impact (1-5)", "FieldType": "scale", "HelpText": "Will absence/failure of this part cause immediate or high-risk safety issues? 1 = no safety impact, 5 = potential serious injury/death.", "Required": true }, { "Key": "production_impact", "Label": "Production impact (1-5)", "FieldType": "scale", "HelpText": "How quickly does this part stop production? 1 = little/no impact, 5 = immediate line stop.", "Required": true }, { "Key": "environmental_impact", "Label": "Environmental / regulatory impact (1-5)", "FieldType": "scale", "HelpText": "Does failure create environmental release, permit breach, or regulatory nonconformance?", "Required": true }, { "Key": "financial_impact", "Label": "Financial impact (1-5)", "FieldType": "scale", "HelpText": "Direct cost of downtime, quality loss, or expensive repairs caused by part failure.", "Required": true }, { "Key": "criticality_note", "Label": "Notes on criticality", "FieldType": "textarea", "HelpText": "Explain why the part received this score (e.g., single-point-of-failure, redundancy present)." }, { "Key": "historical_failure_rate_per_year", "Label": "Historical failure rate (events / year)", "FieldType": "number", "HelpText": "Average number of failures per year for the asset using this part. Use your CMMS or maintenance logs." }, { "Key": "avg_demand_per_day", "Label": "Average usage / demand per day (units/day)", "FieldType": "number", "HelpText": "If repaired immediately, how many units of this part are typically used per day? For spares that are only used on failure, estimate daily average usage across your fleet." }, { "Key": "mttr_hours", "Label": "Typical repair time (MTTR in hours)", "FieldType": "number", "HelpText": "Mean time to repair when the right part is available. Useful for assessing downtime exposure." }, { "Key": "supplier_lead_time_days", "Label": "Supplier lead time (days)", "FieldType": "number", "HelpText": "Time from order placement to receipt under normal conditions. Verify with procurement." }, { "Key": "supplier_reliability_pct", "Label": "Supplier on-time reliability (%)", "FieldType": "number", "HelpText": "Percent of deliveries on time. Low reliability increases safety stock." }, { "Key": "unit_cost", "Label": "Unit cost (local currency)", "FieldType": "number", "HelpText": "Useful for working-capital and risk-cost tradeoffs." }, { "Key": "current_on_hand", "Label": "Current on-hand quantity", "FieldType": "number", "HelpText": "Quantity physically available now." }, { "Key": "min_stock", "Label": "Minimum stock (current policy)", "FieldType": "number", "HelpText": "Existing min or reorder point if one exists." }, { "Key": "max_stock", "Label": "Maximum stock (current policy)", "FieldType": "number", "HelpText": "Existing max if one exists.", "Required": false }, { "Key": "safety_stock_rationale", "Label": "Safety stock rationale", "FieldType": "textarea", "HelpText": "Document why safety stock is set at this level (lead time variability, criticality, supplier risk, seasonal demand)." }, { "Key": "suggested_reorder_point", "Label": "Suggested reorder point (units)", "FieldType": "number", "HelpText": "Suggested formula: reorder_point = (avg_daily_usage * supplier_lead_time_days) + safety_stock. Use the values above to calculate. Enter your computed result here.", "Required": false }, { "Key": "suggested_safety_stock", "Label": "Suggested safety stock (units)", "FieldType": "number", "HelpText": "A starting heuristic: safety_stock = z * sigma_leadtime * avg_daily_usage. If you lack statistical data, consider safety stock = avg_daily_usage * lead_time_variability_days (e.g., 2–5 days for unreliable suppliers).", "Required": false }, { "Key": "recommended_policy", "Label": "Recommended stocking policy", "FieldType": "select", "Options": [ { "Value": "local_stock", "Label": "Local stock (on-site)" }, { "Value": "consignment", "Label": "Supplier consignment" }, { "Value": "vendor_managed", "Label": "Vendor-managed inventory (VMI)" }, { "Value": "strategic_stock", "Label": "Strategic / central spare pool" }, { "Value": "emergency_order_only", "Label": "Emergency order only (no stock)" }, { "Value": "repairable_pool", "Label": "Repairable / exchange program" } ], "HelpText": "Select the stocking approach that best fits the part's criticality, lead time, and cost. For high criticality and long lead time, prefer local, consignment, or strategic pool. For low criticality and long lead time, consider emergency ordering or redesign to use common components.", "Required": true }, { "Key": "obsolescence_risk", "Label": "Obsolescence risk", "FieldType": "radio", "Options": [ { "Value": "no", "Label": "No" }, { "Value": "yes", "Label": "Yes" } ], "HelpText": "Is this part at risk of becoming obsolete (EOL announced, long lead time, single-source legacy item)?", "Required": true }, { "Key": "obsolescence_action", "Label": "Obsolescence action / mitigation", "FieldType": "textarea", "HelpText": "If risk = Yes, describe mitigation: cross-reference, redesign, buy long-term stock, or secure vendor agreements." }, { "Key": "last_review_date", "Label": "Last review date", "FieldType": "text", "HelpText": "YYYY-MM-DD — when this part data was last validated. Regular reviews are recommended (annual or after supplier change)." }, { "Key": "owner", "Label": "Part owner / responsible role", "FieldType": "text", "HelpText": "Name or role responsible for maintaining this part's policy (e.g., Reliability Engineer, Purchasing).", "Required": true }, { "Key": "free_text_recommendations", "Label": "Implementation notes & next steps", "FieldType": "textarea", "HelpText": "Capture procurement actions, stock moves, requests for consignment, or engineering changes." } ] }