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Pilot project: Introducing a spare-part stock at a production line
A practical 3‑month roadmap for testing a spare‑parts stock at a production line. From objectives and part selection to KPIs and post‑pilot adjustments for Swiss sites.
Quick answer
Run a three‑month pilot with clear targets, a limited parts list, fixed replenishment rules and KPIs for availability and cost. Plan a 4‑week analysis, a 6‑week operational test and a 2‑week review with concrete adjustment steps.
Why run a pilot
A focused pilot lowers risk and cost. You test whether local spare parts reduce downtime and improve line availability. It also aligns production, procurement and maintenance on clear rules before a larger rollout.
Objectives and scope (Week 0)
Set measurable targets: e.g. 98% availability, max 5% increase in inventory cost, and 30% reduction in unplanned downtime. Define scope: one production line, defined shelf space (two racks) and up to 30 high‑impact parts.
Step 1 – Analysis and part selection (Weeks 1–4)
Collect failure and consumption data from the past 12 months. Rank parts by criticality: failure rate, repair time, lead time and cost. Choose 20–30 parts covering fast movers, long lead items and frequent failure causes. Calculate reorder points from lead time and demand.
Step 2 – Setup and processes (Weeks 5–8)
Create a marked location close to the line. Use simple rules: FIFO, Kanban cards or a basic tablet form for withdrawals. Train staff in short sessions. Assign roles: who replenishes, who records withdrawals and who does weekly checks.
Step 3 – Operation and data gathering (Weeks 9–14)
Run the operational test and record withdrawals, replenishments, supplier lead times, downtime events caused by missing parts and holding costs. Track service level, average days in stock and order frequency. Hold brief daily standups.
Step 4 – Review and adjust (Weeks 15–16)
Compare results with objectives. Which items still caused outages? Were buffers correct? Adjust reorder points, safety stock and supplier priority. Decide on scale: add lines, expand the parts list or stop the pilot.
Frequently asked questions
How many parts should the pilot include?
Start with 20–30 parts. Include critical, rarely ordered and long‑lead items. This keeps the test manageable and insightful.
Which KPIs matter most?
Service level (availability on demand), average lead time, number of unplanned stops due to missing parts and inventory cost. Also monitor inventory turnover and counting accuracy.
How often to do inventory checks?
Do weekly spot checks during the pilot. Later, with stable processes, move to monthly sampling and an annual full count.
When should we scale up?
Scale when the pilot reduces downtime measurably, improves service level and the additional inventory cost is justified by saved production time. Use documented minutes saved as part of the business case.