Machine history cards, machine inventory and spare-parts control

A maintenance department without records repeats the same repairs forever. Two simple tools fix that: a history card for every machine and a min/max list for spare parts.

The machine inventory

Every machine gets a unique number painted or stickered on the head (for example L05-12 = line 5, position 12, or an asset number). The inventory lists:

• Machine number, type, brand and model, serial number
• Motor type (clutch or servo), attachments fitted
• Purchase date / age, current location (line or store)
• Status: running, spare, under repair, scrap

Update the inventory after every line layout change. It is also the base for machine requirement planning when a new style comes.

The machine history card

For each repair or service record:

After a few months you can sort by machine and by part: the 10% of machines with the most stops are candidates for overhaul or replacement.

Spare parts: what to stock

• Fast-moving consumables - needles, bobbins, bobbin cases, hooks, feed dogs, needle plates, presser feet, knives, belts, springs.
• Critical spares - parts that stop a machine for days if missing (motor control boards, special machine parts).
• Slow-moving - buy on demand, but know the lead time.

Setting min / max

Formula: Reorder level (min) = average daily use × supplier lead time (days) + safety stock

Formula: Max level = reorder level + reorder quantity − (minimum daily use × minimum lead time)

Example: hooks for SNLS - use 2 per day, lead time 10 days, safety stock 6 → reorder at 26. Order 40 at a time.

Tip: Keep worn parts until the replacement is issued (old-for-new). It controls theft and shows the real wear rate.

Key points

• Number every machine and record every repair.
• History cards show which machines and parts cause the most downtime.
• Min/max on fast-moving parts keeps MTTR low without tying up cash.