Professional Documents
Culture Documents
March 2007
PIP REEE005
Spare Parts Management Guidelines
PRINTING HISTORY
August 2000
Issued
March 2007
Complete Revision
Not printed with State funds
COMPLETE REVISION
March 2007
PIP REEE005
Spare Parts Management Guidelines
Table of Contents
1. Introduction..................................... 2
1.1 Purpose .................................................. 2
1.2 Scope...................................................... 2
2. References ...................................... 2
2.1 Process Industry Practices ..................... 2
3. Definitions ....................................... 2
4. General ............................................ 3
5. Four Step Process.......................... 4
5.1
5.2
5.3
5.4
Page 1 of 9
PIP REEE005
Spare Parts Management Guidelines
1.
COMPLETE REVISION
March 2007
Introduction
1.1
Purpose
This Practice provides an objective, methodical process for identifying spare parts
needed for life cycle support of rotating equipment.
The intended users of this Practice are:
a. Persons who evaluate the need and develop recommendations for the acquisition
of equipment parts
b. Business and/or project managers who have the authority and accountability for
purchasing parts
1.2
Scope
This Practice describes the key factors used in identifying spare parts requirements
and quantities for rotating equipment. This Practice provides guidelines for
identifying needed spare parts, recognizing parts interchangeability opportunities,
identifying startup and maintenance parts, establishing locations and levels of parts
stocking. This Practice applies to new construction, expansion, or revamp projects;
maintenance; and stocking of rotating equipment parts inventory.
Comment: Spare part acquisition at the time of equipment purchase typically
results in lower overall pricing.
2.
References
Applicable parts of the following Practices shall be considered an integral part of this
Practice. The edition in effect on the date of contract award shall be used, except as otherwise
noted. Short titles are used herein where appropriate.
2.1
3.
Definitions
Consequence and Likelihood Factor (CLF): The product of two factors that define in relative
terms the results of an equipment failure and the probability of the failure occurring. The
resulting value is used to identify the parts and the quantity of those parts that should be
available as spares.
consignment stock: A parts supplier stocks the parts on the owners premises. The parts
supplier owns the stock, and the facility owner only pays for what is used. Stock levels are
determined by mutual agreement. Parts suppliers usually consign only items that are used
frequently.
construction/start-up parts: Replacement parts used before acceptance of the equipment by
the owner for commercial operations
Page 2 of 9
COMPLETE REVISION
March 2007
PIP REEE005
Spare Parts Management Guidelines
consumables: Parts such as filters, belts, gaskets, etc., that are expected to wear out or
deteriorate under normal operating conditions. These conditions include system cleaning,
testing, inspection, and operation.
insurance parts: Parts such as high alloy components, compressor, steam and gas turbine
rotors, etc., that have long life expectancies or long lead times, but are required to avoid
unacceptable production losses while waiting for parts delivery. Parts may have long life
expectancy that would usually not justify stocking. However, lead times for these parts may
be long, producing an unacceptable probability of production interruption if they failed
unexpectedly.
MTBF: Mean Time Between Failure is the number of pieces of equipment divided by the
number of failures per period. For example, 100 pieces of equipment with 4 failures in a
month. MTBF = 100/4 = 25 months.
maintenance parts: Parts such as bearings, seals, couplings, impellers, wear rings, etc.,
required for routine and scheduled maintenance to replace parts subject to damage, wear,
or deterioration following acceptance of the equipment for commercial operation
parts supplier-dedicated stock: A parts supplier stocks parts that may only be used by one
facility owner. Stock levels are determined by the owner, and the parts are guaranteed to be
available when needed. A fee or a requirement to purchase within a certain period is often
associated with this service.
parts supplier stocking: A parts supplier stocks parts that may be used by other customers of
the supplier. There is no guarantee that the parts will be available to the facility owner when
needed, but the supplier is expected to maintain an adequate supply to prevent frequent out of
stock situations. No fee is usually associated with this service.
Comment: Capital parts or components are characterized by price, taxation, and
depreciation considerations that can be unique to each facility owner.
Therefore, this term is not used in this Practice.
4.
General
4.1 Spare parts are a part of cost effective equipment management from preliminary design
through decommissioning and disposal. The availability and quantity of equipment parts
contribute to the ability of a facility to produce beneficial output.
4.2 This Practice provides a four step process for selecting and managing rotating
equipment spare parts. The four steps that are explained in more detail later in this
Practice are:
a. Task Definition
b. Risk Assessment
c. Recommendation Development
d. Resolution of Recommendations
4.3 Managing spare parts may change according to the Task Definition step, but the
components of the Risk Assessment step will be similar regardless of the Task
Definition. Once the Risk Assessment step is completed, the Recommendation
Page 3 of 9
PIP REEE005
Spare Parts Management Guidelines
COMPLETE REVISION
March 2007
5.
The initial step should be to define the task deliverables and objectives.
5.1.2
5.1.3
5.1.4
Page 4 of 9
COMPLETE REVISION
PIP REEE005
Spare Parts Management Guidelines
March 2007
5.2
5.2.2
5.2.3
Description
Factor
Critical
Functionally
Important
Non-essential
Description
Factor
High
Moderate
Low
5.2.4
5.2.5
CLFs provide a ranking for equipment that can be used to develop spare parts
recommendations.
5.2.6
Page 5 of 9
COMPLETE REVISION
PIP REEE005
Spare Parts Management Guidelines
March 2007
5.3
Likelihood Factors
CLF
Critical (2)
High (3)
Critical (2)
Moderate (2)
Critical (2)
Low (1)
Functional (1)
High (3)
Functional (1)
Moderate (2)
Functional (1)
Low (1)
Non-essential (0)
Any
5.2.7
5.2.8
5.2.9
5.3.2
5.3.3
5.3.4
The following steps should be followed to define the recommended types and
quantities of spare parts and the optimal stocking locations:
a. Similar equipment items should be grouped by manufacturer using
equipment identifications developed in the Task Definition step.
b. Spare parts listings and recommendations including the following
information should be requested from appropriate parts suppliers:
1) Equipment description
2) Model number and serial number
Page 6 of 9
COMPLETE REVISION
PIP REEE005
Spare Parts Management Guidelines
March 2007
The final recommended spare parts list should include the following
supporting information:
1) Parts suppliers priced recommended parts list
2) Completed Risk Assessment Worksheet, PIP REEE005-F2
3) Completed Final Parts Stocking Level Worksheet, PIP REEE005-F3
4) Parts suppliers spare parts interchangeability list
5) Comments as required
Page 7 of 9
PIP REEE005
Spare Parts Management Guidelines
5.4
COMPLETE REVISION
March 2007
5.4.2
5.4.3
The following steps should be followed to obtain final resolution of the spare
parts recommendations:
a. Appropriate owner personnel (e.g., facility maintenance specialists,
engineering, purchasing) should be consulted to review and approve the
recommendations.
b. Owner reviews should consider the following:
1) Risk Assessment Worksheet, PIP REEE005-F2
2) Clearing and disassembly time estimates for the rotating equipment
3) Availability of storage and warehouse space, climate controlled
environment, spare parts personnel
4) Spare parts budget
5) Owners facilities locations, proximity to equipment parts and
service
6) Company business objectives
7) Operating, process experience
8) Existing spare parts inventory
9) Local parts suppliers familiarity with the owners facilities
10) Computerized maintenance management system (CMMS) selected
and established
11) Training requirements
12) Stocking locations and consignment stocking arrangements for spare
parts
c. Once the recommendations are resolved, the following details should be
completed as required:
1) Purchase order with a completed Final Parts Stocking Levels
Worksheet, PIP REEE005-F3, of required parts, part numbers,
quantities, shipping instructions, and prices
2) Storage requirements (see PIP REIE686)
3) Quality assurance and testing requirements
4) Instructions for deletion/disposal of existing inventory not approved
for continued storage
Page 8 of 9
COMPLETE REVISION
PIP REEE005
Spare Parts Management Guidelines
March 2007
Page 9 of 9
ASSOC. PIP
REEE005
REEE005-F1
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
BY
CHECKED
MINIMUM INVESTMENT
OVERALL PHILOSOPHY:
MAXIMUM AVAILABILITY
INDIVIDUAL OBJECTIVES:
MAXIMUM INTERGHANGEABILITY
OPERATIONAL ALTERNATIVES
NO.
ASSET NO.
DESCRIPTION
PROCESS FUNCTION
DISPOSITION
APPROVED
ASSOC. PIP
REEE005
REEE005-F1
PAGE 2 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
MINIMUM INVESTMENT
LOCATION:
MAXIMUM AVAILABILITY
MINIMUM LEAD TIME
MAXIMUM INTERGHANGEABILITY
OPERATIONAL ALTERNATIVES
DEGREE OF ACCEPTABLE RISK
SPARE PARTS BUDGET
NO.
ASSET NO.
DESCRIPTION
PROCESS FUNCTION
DISPOSITION
ASSOC. PIP
REEE005
REEE005-F2
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
BY
CHECKED
CONSEQUENCE
LIKELIHOOD
CLF
NO.
ASSET NO.
DESCRIPTION
PROCESS FUNCTION
REMARKS
APPROVED
ASSOC. PIP
REEE005
REEE005-F2
PAGE 2 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
CONSEQUENCE
LOCATION:
LIKELIHOOD
CLF
NO.
ASSET NO.
DESCRIPTION
PROCESS FUNCTION
REMARKS
ASSOC. PIP
REEE005
REEE005-F3
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
BY
CHECKED
APPROVED
RESOLUTION/
INITIALLY
APPROVED
ESTIMATED
REMARKS*
RECOMMENDED
QUANTITY
COST
EQUIPMENT IDENTIFICATION:
(CLF = 6 - 4) =
(CLF = 3 - 2) =
(CLF = 1 - 0) =
NO.
PART
PART NO.
6-4
CRITICAL
3-2
1-0
FUNCT'L UNLIKELY
TOTAL
NO.
ASSOC. PIP
REEE005
REEE005-F3
PAGE 2 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
PART
PART NO.
6-4
CRITICAL
3-2
1-0
FUNCT'L UNLIKELY
TOTAL
NO.
RESOLUTION/
INITIALLY
APPROVED
ESTIMATED
REMARKS*
RECOMMENDED
QUANTITY
COST
ASSOC. PIP
REEE005
REEE005-F1
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
BY
CHECKED
MINIMUM INVESTMENT
OVERALL PHILOSOPHY:
MAXIMUM AVAILABILITY
INDIVIDUAL OBJECTIVES:
MAXIMUM INTERGHANGEABILITY
OPERATIONAL ALTERNATIVES
NO.
ASSET NO.
450-27603
DESCRIPTION
DISPOSITION
450-27604
INSTALLED SPARE
450-27645
UN-SPARED
450-27662
450-27665
450-27666
450-27693
450-27730
450-27731
10
450-27735
11
450-27736
12
450-27737
PROCESS FUNCTION
INSTALLED SPARE
INSTALLED SPARE
INSTALLED SPARE
APPROVED
ASSOC. PIP
REEE005
REEE005-F2
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
BY
CHECKED
CONSEQUENCE
LIKELIHOOD
CLF
NO.
ASSET NO.
450-27603
DESCRIPTION
MFR. A, MDL. 3000
REMARKS
PROCESS FUNCTION
1ST STG FEED PUMP - W
450-27604
450-27645
450-27662
450-27665
450-27666
450-27693
450-27730
450-27731
10
450-27735
11
450-27736
12
450-27737
APPROVED
ASSOC. PIP
REEE005
REEE005-F3
PAGE 1 OF X
MARCH 2007
FACILITY NAME:
PROJECT NO.:
LOCATION:
NO.
DATE
REVISION DESCRIPTION
(CLF = 3 - 2) =
(CLF = 1 - 0) =
NO.
PART
EQUIPMENT IDENTIFICATION:
BY
CHECKED
APPROVED
RESOLUTION/
INITIALLY
APPROVED
ESTIMATED
REMARKS*
RECOMMENDED
QUANTITY
COST
PART NO.
6-4
CRITICAL
3-2
1-0
FUNCT'L UNLIKELY
TOTAL
NO.
COMPLETE PUMP
00-560-2378957-01
ROTATING ASSEMBLY
00-560-2378968a
00-560-2378968b
CASE
HEAD (CASE COVER,
STUFFING BOX)
00-560-2378968c
BEARING BRACKET
00-560-2378968d
SHAFT
00-560-2378968e
IMPELLER
00-560-2378975
WEAR RINGS
00-560-2378975a
24 HR MFG.
24 HR MFG.
BEARINGS, BALL
01-480-574856-7115a
10
BEARINGS, JOURNAL
01-480-574857-7405b
11
BEARINGS, THRUST
01-480-574858-7405b
12
MECHANICAL SEAL
02-29384756-711a
13
SHAFT SLEEVE
0100-281-228-8290
14
SEAL GLAND
SHIMS, GASKETS,
CLOSURES
FLIINGER, OIL RINGS,
ETC.
00-560-2378957-01GSAB
15
16