Case Study 23 Spare Parts Management

Spare Parts Management

Problem Description
In manufacturing plants that own a large number of equipment, managing the spare parts
properly and in a timely manner is a challenging task !sually, spare parts are categori"ed
into two main groups# fast mo$ing and slow mo$ing parts %ast mo$ing spares are those that
are $ery often required, and slow mo$ing spares are those that are rarely required &he
managers find it difficult to keep track of the spare parts used and determine future demand
manually
&he ob'ecti$e of this pro'ect is to build a database management system that will help the
managers with the process of managing spare parts In particular, the system should do the
following# (a) keep record of the spare parts required for a particular type of maintenance* (b)
keep record of the spare parts recei$ed and used in the past* (c) schedule forthcoming ma'or
maintenance ser$ices* (d) keep record of spare parts $endors* (e) forecast future demand
for fast mo$ing spare parts based on past consumptions* etc In this model we assume that
lead+time for all spare parts is one week
&he following are other functionalities of this database# (a) generating weekly order reports
for each spare part &hese reports will be mailed to $endors* (b) pro$iding weekly feedback
to managers to enable decisions about e,penditures on equipment maintenance* (c)
pro$iding information about economical $iability of an equipment %or e,ample, if the annual
consumption of a particular spare part is more than 3- . of the book $alue of that
equipment, it is better to purchase new equipment instead* (d) often, the slow mo$ing items
get pilled up in the in$entory and managers loose track of them &he system should
generate reports of on+hand in$entory of all spare parts and on+hand in$entory of spare
parts that ha$e been in the in$entory for more than three months &hese reports will enable
the managers to decide the proper disposal/utili"ation plan of the spares
Database Design
0e present below the main entity types of this database %or each entity type, we pro$ide
some of the corresponding attributes !se this information in order to# (a) 1uild an 2nhanced
2+3 diagram* (b) &ransform the 2nhanced 2+3 diagram to a relational database Identify the
primary key(s) and the foreign key(s) for each relation 4raw the relational integrality
constraints* (c) %or each of the relations created, indicate its normal form If the relation is
not in the 35%, decompose it into 35% relations
6 Equipment# &he main attributes are identification number, name, description, location,
purchase price, purchase date, estimated cost of a breakdown, a$erage man+hours
required for a shutdown maintenance, e,pected lifetime, etc
2 Maintenance# &he main attributes are identification number, name, type (shutdown or
breakdown), description, total man+hours required, etc
3 Vendor# &he main attributes are identification number, name, address, name and
telephone number of the contact person, etc
7 Spare part# &he main attributes are identification number, name, type (slow or fast
mo$ing part), purchase date, e,pected lifetime, in$entory le$el, unit cost, name of the
company that produces this component as well as the name and telephone of the
contact person, etc
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Case Study 23 Spare Parts Management
5ote the following# (a) 0hen maintenance is performed on equipments, the following
information is recorded# maintenance date and time, amount of time to repair the equipment,
amount of time the equipment is down, name of the ma'or spare part used, cost of
maintenance, description of the process, etc* (b) Spare parts are part of equipments &he
company uses spares to replace damaged parts of equipments 0hen a spare part is used,
the following information is recorded# replacement date, man+hours used, number of spare
parts used, etc* (c) 0hen parts are bought from a $endor, the following information is
recorded# transaction number, order releasing date, order recei$ing date, quantity
purchased, unit price, total amount paid, payment due date, etc
Access Application Development
&he following are some of the queries, forms, and reports one can create in order to
increase the functionality of the database#
Queries:
6 Create a query that prompts for the identification number of a spare part and returns a
list of the $endors that pro$ide the spare part &he list should contain the following
information# $endor8s name, address, and name and telephone number of the contact
person
2 &he following queries will help the managers in deciding about the weekly purchase
order for the spare parts#
a &he le$el of on+hand in$entory for each slow mo$ing spare part
b &he le$el of on+hand in$entory for each fast mo$ing spare part
c &he a$erage weekly usage of slow mo$ing spare parts during the last three
months
d &he a$erage weekly usage of fast mo$ing spare parts during the last three months
3 Create a query that presents a list of spare parts used in a particular type of
maintenance In order to identify the spare parts used, one should look at the historical
data collected about pre$ious maintenances performed &his query should prompt the
user for the maintenance identification number
7 Create a query that presents the a$erage lead+time for each $endor In order to
calculate the lead+times, one can use historical data about order release date and order
recei$ing date for the spare parts
9 Managers are interested in calculating the book $alue of the equipments In order to
calculate the book $alue use straight+line depreciation &he purchase date and
purchase price of equipment should be used in these calculations
: Create a query that presents the total amount spent last year in maintenance (for
e,ample, cost of spare parts used) for the equipments owned by the company &his
information, together with the book $alues generated pre$iously, will help the managers
to decide about replacing some of the e,isting equipments
Forms:
6 Create a user sign+in form together with a registration form for new users
Case Study 23 Spare Parts Management
2 Create the following data entry forms that are used for database administrati$e
functions# spare parts, equipments, $endors, etc &hese forms allow the user to add,
update, and delete information about spare parts, equipments, $endors, etc
3 Create a form that allows the user to browse through the information about the
equipments owned by the company Create a subform that lists the maintenance
ser$ices performed on the selected equipment during the last year Insert a te,tbo, that
presents the total cost of maintenance Insert a command button that, when clicked+on,
calculates and presents the book $alue of the equipment
7 Create a form that allows the user to choose a slow mo$ing spare part from a combo
bo, Create a subform that presents the following information about the selected spare#
$endor8s name, name and phone number of $endor8s contact person, unit cost of the
spare part, and the le$el of on+hand in$entory Insert a command button that, when
clicked+on, presents last year8s maintenance ser$ices that ha$e used this particular
spare part
9 Create a form similar to the one described in part (7) for the fast mo$ing spare parts
4esign a logo for this database &he logo may contain the picture of an equipment, a spare
part, etc Insert this logo in the forms created abo$e ;a$e the background color of the forms
light green and the border color for the titles yellow Include the following in the forms
created# record na$igation command buttons, record operations command buttons, and form
operations command buttons as needed
Reports:
6 Create a report with the information about the $endors of a particular spare part &he
report should pro$ide the following information# $endor8s name, name and telephone
number of $endor8s contact person, $endor8s a$erage lead+time, and unit cost for the
part
2 Create a purchase order report &his report should include the following# transaction
number, order date, list of parts ordered, and quantity ordered
3 !se the chart wi"ard to plot the following#
a &he total on+hand in$entory of the slow mo$ing spare part per month during the last
twel$e months
b &he total on+hand in$entory of the fast mo$ing spare part per month during the last
twel$e months
c &he weekly usage of the slow mo$ing spare part during the last si, months
d &he weekly usage of the fast mo$ing spare part during the last si, months
7 !se the label wi"ard to create labels with the address of each $endor
9 Create a report that contains the following information about the equipments owned by
the company# equipment identification number, name, purchase date, purchase price,
and book $alue
: Create a report that presents the following information about each spare part used by
the company# identification number, name, $endor8s name, purchase price, and list of
maintenance ser$ices that used this part
< Create a report that presents a list of the spare parts needed for the forthcoming
maintenance ser$ices scheduled %or each spare part, report the quantity needed, on+
hand in$entory, and (if needed) the number of parts to be ordered from $endors
Case Study 23 Spare Parts Management
Visual Basic.NET Application Development
&his database application can be used by managers, employees, etc In the following figure
we present a tentati$e layout of the system
In the welcome screen, the user can choose one of the four options presented 0e gi$e
details about the forms or set of forms to be included in each option* howe$er, you are
encouraged to add other forms you find important 0e suggest that the queries, forms, and
reports already created in the =ccess =pplication 4e$elopment section be included in here
Vendors# Managers browse this part of the database to do the following# (a) learn about the
$endors of a particular spare part* (b) compare $endors by price and lead+time* etc
Equipments, Spare Parts & Maintenance# Managers and employees browse this part of the
database to learn about# (a) the in$entory le$el of a particular spare part* (b) the
maintenance ser$ice schedule of particular equipment* (c) the spare parts needed for a
particular maintenance ser$ice* etc
Statistics, Graphs & Data Analysis# Managers often $isit this part of the database to identify
trends on# (a) the number of spare parts used per month during the last twel$e months* (b)
the a$erage monthly on+hand in$entory le$el of a particular spare part during the last twel$e
months* etc
Update# &he update form requires an administrator login name and password &his form
allows the user to add/delete/update the information kept in this database about equipments,
spare parts, $endors, etc
Web Extension
= user may access this database from personal computers at home or in the office &he user
could be an employee, a manager, a $endor, the database administrator, etc &he
information pro$ided in this database should help the managers decide about the following#
0elcome Screen
>endors 2quipments,
Spare Parts ?
Maintenance
!pdates
Present 3esults
2,it the 4atabase
@ogin
3eq
Statistics,
Araphs ? 4ata
=nalysis
Case Study 23 Spare Parts Management
(a) the order quantity of spare parts* (b) the equipment replacement schedule* (c) the
$endors to order from* etc >endors search the database to learn about the in$entory le$el of
particular spare parts, orders set by the company, etc Bnly the database administrator can
ha$e access to the update forms
4e$elop an =SP52& web application that will enable the users to access the database and
perform the acti$ities described abo$e Cour application will ha$e forms similar to the ones
described in the >152& =pplication section