Spare parts warehouse organization

Demand planning focuses on analyzing and forecasting the need for spare parts based on historical data, machine running times and maintenance cycles

Smooth and rapid procurement plays a fundamental role in the availability of spare parts. This includes in particular

• the selection of reliable suppliers
• negotiating suitable delivery conditions
• ensuring timely deliveries

This level focuses on the organization and optimization of stock levels. Digital technologies, such as a warehouse management system, are relevant tools for this, monitoring stock levels in real time and thus ensuring the traceability of spare parts.

The term inventory optimization refers to the identification of an appropriate balance between the optimal availability of spare parts and reduced storage costs. Methods such as ABC analysis can be helpful here in order to analyze the inventory structure and identify optimization potential.

The choice of an appropriate location is crucial for fast response times and for optimizing logistics and shipping costs. A strategically sensible location is close to customers, production facilities or central transport connections so that delivery times and transportation costs can be reduced. It is also important to consider the availability of qualified personnel when selecting a location. Regional market conditions and framework conditions can also have a significant influence on the company’s operating costs and flexibility. A suitable location helps companies to act with agility in the event of fluctuations in demand and enables warehouse capacities to be expanded as required, so that customer satisfaction and the company’s competitiveness can be guaranteed.

The operating times of the spare parts warehouse can significantly influence the availability of relevant spare parts. A warehouse that is continuously open can react more quickly to unexpected demand situations and thus counteract downtimes. When determining the operating times, it is therefore important to adapt them to the demand and urgency of the spare parts supply, whereby a suitable balance between personnel costs and operating costs must be identified.

The warehouse strategy focuses on the optimal storage and management of spare parts. This includes, above all, the strategic placement of parts to enable quick access when required and the selection of the right storage density to make optimum use of the available space. Frequently used strategies include, for example

• ABC analysis: this strategy classifies spare parts based on their relevance and urgency. The so-called A-parts comprise only a small part of the stock, but bear the largest share of responsibility for overall costs and consumption. Continuous monitoring and stock control are crucial here in order to guarantee the availability of parts at all times. B-parts are an intermediate category that are not as critical as A-parts, but their availability is important to avoid bottlenecks. Therefore, their monitoring should be regular but less intensive. C-parts make up the largest part of the inventory, but have little impact on overall costs and consumption. Due to the relatively low inventory costs, less stringent monitoring is sufficient here.
• Just-in-time (JIT): This strategy avoids the storage of large quantities by aiming to procure spare parts at the time they are needed. This results in reduced storage costs and a lower capital commitment, but also requires precise coordination with suppliers and an optimized and reliable supply chain.
• First-In-First-Out (FIFO): This approach is particularly suitable for spare parts with a limited shelf life or for further technical developments, as the use of the oldest stocks is prioritized here so that the obsolescence or wastage of spare parts can be prevented.

Modern warehouse technology can have a significant impact on the efficiency of warehousing. This includes, for example, the use of:

• MDE devices (mobile data collection devices): These devices can record and manage inventory data in real time, helping with speedy and error-free picking and inventory control.
• Warehouse lifts: Warehouse lifts make efficient use of vertical space by stacking shelves upwards. This reduces space requirements and maximizes storage capacity. The systems have an integrated elevator that quickly brings the spare parts that are needed to the removal opening. By transporting the stored items directly to the operator, quick access to the required spare parts is guaranteed and access times are efficiently reduced.
• Dispensing machines: These systems are particularly suitable for dispensing spare parts that are frequently required, as they allow for fully automated and controlled dispensing. This ensures that spare parts are always available when needed and significantly reduces the administrative burden by automating inventory management. Furthermore, they can track the material flow precisely as every access to the required parts is documented.

An efficient inventory strategy aims to ensure the availability of spare parts and improve the efficiency of warehousing. This requires the use of modern strategies. Proven approaches are as follows:

• Vendor Managed Inventory (VMI): In this process, the supplier manages the customer’s inventory by directly accessing all inventory data and accordingly replenishing spare parts. This process significantly reduces the customer’s administrative burden and improves the efficiency of the supply chain.
• Automated replenishment: This strategy relies on modern software solutions that can create demand forecasts based on predefined rules and algorithms and use them to order spare parts. This avoids human error, resulting in smooth supply and effective inventory management.